Supervisor, Business Centre

4 weeks ago

Montréal, Canada McMillan LLP Full time

Job Details

Description

**Your Next Opportunity**

As a Supervisor, Business Centre & Facilities for the McMillan Montreal office, you are responsible for ensuring the seamless delivery of services and daily operations within the Business Centre and Facilities departments. You will become a key member of a fast-paced customer service focused team, utilizing your strong attention to detail and organizational skills to provide timely, professional and efficient support services. This role will work closely with internal and external clients on the coordination and execution of office services related functions including business and photocopy services, mail & couriers, facilities and premises support, maintenance, and support general office security and safety programs.

**It is important to note that this role has a requirement to work onsite in the office at all times.**

**What You’ll Do**

**Supervisory & Administrative**
- Supervises a team/department with local scope and provides support to all firm members
- Champion changes of processes & procedures for BC and as directed by national leadership.
- Key contributor of performance reviews and jointly with National leadership conducts performance management, reviews and staffing interviews for BC/Facilities team
- Monitors and reviews delivery of service in accordance with defined standards and performance indicators
- Performs work activities and some liberty in exercising independent judgement and thinking within established parameters
- Execute day to day deliverables and may delegate work tasks to team members; monitors progress and ensures firm standards and service levels are being met
- With department team members, shares and discusses information as required to perform work tasks, providing guidance and support to less experienced team members
- Develop and maintain relationships to provide mutual support and service between departments and across all offices where applicable
- Develop and maintain positive working relationships with vendors/suppliers and monitors deliverables on an ongoing basis to ensure agreed upon service levels are being met
- Participates in the development of BC/Facilities department procedures and standards while actively looking for opportunities for efficiencies
- Review, code and process vendor invoices for departmental approval as per established finance procedures
- Participate in monthly national department team meetings; Coordinate job tasks between departments and/or offices to complete work activities as required
- Assist with training new team members on national department processes and procedures
- Provide input into line items of the department budget
- Product research and procurement of goods
- Maintain department statistics

**Business Centre**
- Provide ongoing supervision to Business Centre team on daily tasks to ensure smooth and efficient operation of the department in conjunction with procedures, processes and best practices
- Ongoing monitoring of the Business Centre workflow to execute and coordinate tasks as required
- Process copy, scan & print requests by members of the Business Centre team and participate in national workflow as required.
- Processing and distribution of incoming and outgoing mail and courier packages
- Sending/receiving Faxes
- Order and maintain acceptable inventory of office supplies
- Submit business card orders as per established protocols
- Coordinate and manage office shredding services & vendor
- Produce and/or coordinate the production of Closing Book requests
- Coordinate the set-up of AV equipment for meetings and events
- Provide support to other operations teams as required
- Other duties as required

**Facilities**
- Ensure all workspaces (offices and workstations) and the general premises are maintained in acceptable working conditions
- Coordinate and execute internal office moves; preparation of space for new hires; coordinating space departures requirements, and revise floor plans accordingly
- Maintain office equipment and appliances including servicing requirements, troubleshooting and liaising with external vendors as appropriate
- Maintain equipment, furniture, Art inventories
- Carryout selected furniture repairs and installations and/or coordinate with third party vendors as required
- In conjunction with Facilities Manager, establish and maintain working relationships with landlord, security, maintenance team and vendors

**Safety & Security**
- As directed by leadership, ensure established security measures and protocols are maintained for the office premises, including general safety of clients, visitors and firm members, confidentiality of information and other measures as required.
- Maintain accurate security card access records to ensure timely activation/de-activation protocols
- Act as a member of the firm’s Joint Health and Safety Committee
- Maintain office evacuation procedures and act as Fire Warden for the office.
- Participate in ergo

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