Facilities & Business Support Coordinator

6 months ago

Vancouver, Canada Fasken Full time

**Who We Are**
Fasken is a leading international business law and litigation firm. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London, Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals. Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.

**A Day In The Life**

Reporting to the Manager, Facilities & Business Support Services, the Facilities & Business Support Services Coordinator will be responsible for the coordination and daily operations support of the facilities department, acting as a liaison between the department and firm members. This position will require a strong blend of administrative skills, customer service excellence, and the ability to manage facilities-related challenges.

**Key duties and responsibilities include but not limited to**:

- Provide timely assistance to firm members facing premises-related problems.
- Log and categorize issues, ensuring a systematic approach to resolution.

**Premises Inspections**:

- Conduct regular inspections of the premises to ensure they are in optimal condition.
- Document findings and collaborate with relevant teams to address any identified issues.
- Proactively identify potential problems and initiate preventive measures.

**Office Moves Coordination and Hotel Management**:

- Efficiently coordinate and oversee office moves, ensuring mínimal disruption to daily operations.
- Collaborate with relevant departments to plan and execute seamless relocations.
- Address logístical challenges and communicate effectively with affected parties.
- Manage our internal office hoteling stations and booking system.

**Building Services Liaison**:

- Act as the primary point of contact for building contracted services.
- Initiate and follow up on issue resolution with building management and contracted services.
- Maintain positive relationships with external partners to ensure effective collaboration.

**Occupancy Reports, and Access Card Management**:

- Oversee the management of occupancy reports.
- Manage security protocols and access card systems.
- Collaborate with the security team to enhance and maintain secure access procedures.

**Special Projects Assistance**:

- Assist the Manager, Facilities & Business Support Services* with special projects.
- Collaborate with cross-functional teams to contribute to the successful completion of initiatives.
- Manage tasks related to project timelines, documentation, and communication.

**Administrative Support**:

- Perform a range of administrative and clerical duties to support the smooth functioning of the Facilities Department.
- Maintain accurate records, track expenses, and handle documentation as required.

**Subject Matter Expertise: Courier Desk and Print Services**:

- Serve as the go-to expert for all matters related to the Courier Desk and Print Services.
- Ensure efficient and error-free operations in these areas.
- Address challenges promptly, providing guidance to team members as needed.
- Provide backup support as needed.

**Must Haves**
- Ongoing commitment to professional development and staying informed about relevant procedures and software.
- Strong problem-solving skills with judgment to resolve issues.
- Expert level competency in Excel.
- Attention to detail and accuracy in tasks.
- Excellent teamwork and customer service skills.
- Exceptional interpersonal, verbal, and written communication skills.
- Effective time management and organizational skills, with the ability to prioritize tasks.

**Why Work With Us**

Fasken is dedicated to rewarding your contributions and encouraging your professional development. We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth. Our benefits include:

- A health and wellness subsidy
- An annual education & tuition reimbursement
- Flexible medical and dental benefits (effective from day 1)
- Short term and long term disability insurance
- Personal days
- Employee & family assistance program
- Paid vacation and sick days
- Group retirement savings plan with matching contributions
- Monetary incentive for employee referrals
- Flexible working arrangements
- Opportunities to give back to your community through firm initiatives
- An engaging firm culture that celebrates our hardworking and dedicated people

**Diversity and Inclusion**

At Fasken we believe a diver

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