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Facilities Coordinator

3 months ago

Ottawa, Canada Gowling WLG Full time

**ABOUT GOWLING WLG**

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

**PROFILE**

Working with a team in the Office Services group, the Facilities Coordinator provides assistance to a variety of functional areas, including purchasing, budgeting, shipping, receiving, storage, reception, office communication (mail, courier, etc.), space utilization, print services, facilities equipment maintenance services and food services.

Core hours are 8am to 5pm, but flexibility with working hours will be required dependent upon office requirements.

**RESPONSIBILITIES**
- Provides support to all areas within office services and facilities, which would includes completing photocopy and document assembly requests; receiving and sending fax transmissions; receiving and/or collecting incoming and outgoing mail and deliveries and ensuring ongoing dispatch and delivery.
- Works broadly with all groups across the firm including Client Services, Marketing, IT, Human Resources, etc. for purposes of accomplishing shared objectives.
- Escort and oversee external vendors and contractors in office.
- Assist in monitoring and responding to issues that relate to office services or premises, including lighting; air flow; furniture; equipment; and co-ordinates the purchase of office supplies, furnishings etc.
- Responsible for set up and take down of tables, chairs and other equipment for events, receptions and meetings.
- Performs minor housekeeping duties throughout the office environment, including lounges, lunchrooms and conference rooms to ensure that they are clean, neat and orderly in appearance.
- Assists with office moves and provides general maintenance duties as required.
- May be required to assist in accounting duties such as depositing monies at bank; coordinate file closures and; retention, retrieval and recording of all closed files at offsite storage facilities.
- Maintains inventory of firm supplies and equipment.
- Works closely with Client Services to assist with boardroom set ups including arranging for required equipment and video and teleconference equipment, including setup, testing, operational assistance, and routine maintenance of all audio visual and conference equipment.
- Respond to requests for assistance from reception and any other area within Office Services and/or Facilities.
- Weekend and after hours overtime as required.
- Other duties as required.

**QUALIFICATIONS**
- Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
- Capacity to work independently, as well as in a team environment.
- Produce a high quality and quantity of work product, occasionally under tight timelines.
- Able to prioritize and to redefine priorities when necessary.
- Must be capable of lifting/carrying/moving items of up to 50lbs or more. Comfortable frequently bending, kneeling, stooping and reaching.
- Safety shoes.
- Handle stress in a business-like manner.
- Knowledge of Microsoft Office Suite.
- Bilingualism (French/English) is an asset.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.