Operations Coordinator

1 week ago

Vancouver, British Columbia, Canada Hammerco Lawyers LLP Full time
Operations Assistant

Hammeco Lawyers LLP is a leading law firm in British Columbia, recognized for its exceptional client service and commitment to excellence. We are seeking an experienced Operations Assistant to join our team and support our daily office operations.

Key Responsibilities:
  • Coordinate onboarding and offboarding processes, ensuring seamless transitions for new and departing employees.
  • Plan and execute firm events, including office functions, team-building activities, and training sessions, managing logistics, budgets, and deadlines.
  • Manage vendor contracts and relationships, including building management, janitorial services, and other service providers.
  • Organize internal and external meetings, handling logistics, technology needs, materials, and catering.
  • Provide basic IT support, troubleshooting technology and equipment issues as needed.
  • Maintain physical and electronic document management systems, overseeing the creation and implementation of new processes and procedures.
  • Assist with policy reviews, annual budget processes, and financial tracking.
  • Coordinate corporate travel and accommodations for staff members, ensuring cost-effectiveness and adherence to policies.
  • Support the Chief Marketing Officer and Chief Operating Officer in executing marketing and business development initiatives.
  • Contribute to continuous improvement efforts, researching and proposing administrative solutions and efficiencies.
  • Assist with health and safety compliance, maintaining first aid kits and updating emergency contact lists.
  • Serve as a liaison between the office and external service providers, ensuring timely and efficient resolution of issues.
  • Support projects and initiatives as directed by senior management, including research, data collection, and reporting.
  • Perform additional administrative tasks as assigned by the People & Operations Manager.
Reception Duties:
  • Provide daily reception coverage, including during lunch breaks, end-of-day shifts, and absences due to vacation or illness.
  • Greet clients and visitors warmly, ensuring a professional and welcoming atmosphere.
  • Manage incoming calls, directing them to the appropriate parties and responding to general inquiries.
  • Sort, open, scan, and distribute incoming mail to lawyers and legal support staff.
  • Organize and maintain common areas, including the kitchen, storage rooms, and supply closets.
  • Monitor and replenish office inventory, ensuring alignment with the annual budget and avoiding shortages.
  • Handle incoming and outgoing courier services, ensuring timely delivery and receipt of packages.
  • Update and manage the office calendar and room booking requests.
  • Enter information required to open and close client files in Acumin.
  • Update and maintain client contact and address lists in Filevine, Acumin, and Outlook.
  • Oversee office equipment maintenance and coordinate repairs or replacements as needed.
  • Organize outgoing mail, post to client accounts in Acumin, and ensure timely dropoff in the mailbox.
  • Reconcile courier invoices and allocate expenses to the appropriate client files in Acumin.

Requirements:

  • Postsecondary education.
  • Minimum of 1 year of administrative experience in a fast-paced office environment.
  • Proficiency in MS Office Suite and general IT troubleshooting.
  • Prior experience working at a law firm considered an asset.
  • A flexible, positive, and proactive attitude with a willingness to learn new skills.
  • Strong team player who actively participates in team and office activities to foster a cohesive environment.
  • Resourceful, innovative, and solution-oriented mindset.
  • Ability to handle confidential and sensitive information with discretion.
  • Effective communication skills, both verbal and written, and the ability to collaborate with team members.
  • Experience in event planning, including logistics, budget management, and timeline coordination.
  • Experience managing office budgets and daily operations.
  • Familiarity with social media and website platforms is an asset.
  • Exposure to project management processes is advantageous.
  • Facilities coordination experience is beneficial.
  • Strong prioritization skills and the ability to meet tight deadlines.
  • Attention to detail, accuracy, and diligence.
  • Exceptional customer service skills, with the ability to manage challenging situations professionally.
  • Strong multitasking skills and the ability to thrive in a fast-paced environment.
  • Upholds high moral and ethical standards.
  • Embodies the firm's core values: Results, Collaboration, Trust, and Generosity.

How to Apply:

Please submit your resume and cover letter to [insert email address], detailing your interest in the position.

Salary Range:

$50,000-$55,000

*Hammerco is not working with recruiters for this role*

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