Office Administrator

3 months ago

Vancouver, Canada Aird & Berlis LLP Full time

**Who We Are**:
Aird & Berlis LLP is a prominent Canadian business law firm located in the heart of Toronto’s and Vancouver’s financial districts. With over 250 lawyers, business advisors and patent agents, we serve clients across Canada and globally.

**What We Believe In**:
The firm is committed to ensuring that all members of the Aird & Berlis LLP community feel valued, respected and supported. We are a dedicated group of diverse individuals who care about each other, the work we produce and the client service we provide. We go to great lengths to foster a professional, supportive environment for all firm members so you can focus on the important things: client service, your career and your life.

**What We are Looking For**:
Aird & Berlis LLP is looking for an Office Administrator to join our Vancouver office. This role requires a strong communicator to oversee daily operations and ensure smooth administrative processes between our Toronto and Vancouver locations. Reporting to the Manager of Facilities and Office Services, the position is primarily in-office and client-service oriented, ideal for someone with experience in a professional services environment.

**Responsibilities**:
**_ Office Facilities:_**
- Oversee the day to day operation of our Vancouver premises
- Coordinate with the Toronto office or third party suppliers for the purchasing, organizing and maintenance of supplies and all materials necessary for efficient office operations
- Anticipate the various requirements of the office members with respect to boardroom bookings, catering requirements, couriers and general office preparation to ensure that all necessary arrangements take place in a timely manner
- Work with building management in directing the maintenance, rework and repair of electrical, plumbing, etc., as necessary
- Ensure that deliveries are received and distributed as required
- Responsible for regular inventory of all items related to our premises
- Ensure physical office space and record keeping is in compliance with Information Security requirements and client outside counsel guidelines (OCGs), performing periodic reviews as needed
- Obtain quotes from vendors and suppliers as they pertain to the premises/facilities function

**_Human Resources:_**
- Provide office orientation for new hires
- Work with lawyers and legal assistants to optimize procedures between Vancouver and the Toronto office
- Address personnel-related issues of Vancouver partners and staff, with the assistance of Toronto HR
- Responsible for working with the Joint Health & Safety Committee/e to ensure all emergency protocols are up to date

**_Information Systems:_**
- Arrange for security cards to be added/deleted as directed.
- Provide basic technology assistance where needed, including assisting in AV presentations and hybrid meetings, with the assistance of Toronto Information Services.
- Update the Firm on any building or security issues related to our premises and operations.
- Arrange for the repair of inoperative equipment

**_Finance:_**
- Track office expenses and process invoices
- Assist in arranging travel for lawyers and staff
- Handle correspondence, reports, and contracts as needed

**_Other:_**
- Coordinate with lawyers and legal assistants in the Vancouver office to maintain a consistent level of service and standard with the Firm’s Toronto office
- Ability to lift 30 pounds
- Assist with any other task as assigned
- Flexibility with daily schedule
- Takes initiative
- Confidential

**Requirements**:

- Minimum of five years’ experience with and office services or facilities related position
- Experience in professional services environment is considered an asset
- Handle time pressure and stress of multiple demands

**Skills**:

- Extremely organized and meticulous with quick follow-up and detail.
- Excellent communication and interpersonal skills.
- Knowledge of the legal industry and legal administration is preferred.
- Good judgement and decision making
- Organized
- Resourceful
- Detailed

**Compensation**:
The salary range for this position is $60,000- $75,000 annually; the base pay offered may vary depending on job-related knowledge, skills, experience, and internal and market equity.

**Why You Should Apply**:

- Opportunities for growth and on the job training and development
- Competitive compensation and benefits package
- We pride ourselves on being a mid-sized firm with a family feel
- Active involvement in our community with opportunities to volunteer
- Mentor program
- Wellness programs
- Any offer of employment will be conditional upon a criminal background check._

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