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Operations Coordinator

2 months ago

Vancouver, British Columbia, Canada Hammerco Lawyers LLP Full time
About Hammerco Lawyers LLP

Hammerco Lawyers LLP is a reputable law firm in British Columbia, recognized for its exceptional service and commitment to excellence.

Job Summary

We are seeking a highly organized and detail-oriented Operations Coordinator to join our team. The ideal candidate will provide exceptional support to our daily office operations and ensure seamless execution of administrative tasks.

Key Responsibilities:
  • Operations Support:
    • Coordinate the onboarding and offboarding processes, including document preparation, to ensure a smooth transition for new and departing employees.
    • Plan and execute firm events, managing logistics, budgets, and deadlines, with meticulous coordination with vendors and stakeholders.
    • Manage vendor contracts and relationships, including building management, janitorial services, shredding services, and other service providers.
    • Organize internal and external meetings, handling logistics like room setup, technology needs, materials, and catering.
    • Provide basic IT support by troubleshooting technology and equipment issues when required.
    • Maintain both 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 (CMO) and Chief Operating Officer (COO) in executing marketing and business development initiatives that drive firm growth and enhance client relationships.
    • Contribute to continuous improvement efforts by researching, proposing, and implementing administrative solutions and efficiencies.
    • Assist with health and safety compliance, including maintaining first aid kits and updating emergency contact lists. Act as the office Fire/Safety Warden and participate in the Joint Health and Safety Committee (JHSC).
    • 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.
    • Assist the firm's Operations team in developing and improving firm procedures for the office, building and maintaining required operations support documents and tracking and analyzing office statistics and data as required.
    • 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.
    • Warmly greet clients and visitors upon arrival, 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, to ensure a clean and orderly work environment.
    • Monitor and replenish office inventory, including printer supplies, stationery, and kitchen supplies, 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, coordinating schedules as needed.
    • Enter the information required to open and close client files in the Acumin.
    • Update and maintain clients 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 drop-off in the mailbox; pick up registered letters from the post office as needed.
    • Reconcile courier invoices and allocate expenses to the appropriate client files in Acumin.
    Requirements:
    • Post-secondary 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 (WordPress, LinkedIn, Instagram, Facebook, Canva) 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.
    What We Offer:

We offer a competitive salary range of $50,000-$55,000 and a dynamic work environment that fosters growth and development.