Administrator, Office Services

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Purpose of the Role

A member of the Toronto Office Services team, the primary purpose of this Facilities role is to provide excellent support and customer service to Firm team members and clients regarding the physical premises of the Firm, including lighting, air flow, furniture and equipment. This role assists with regular site inspections, conference floor reconfigurations and event set-up support, office moves, general repairs to office furniture, vendor management support, premises inspection and health & safety audits, and general services coordination.

Key Responsibilities- Premises Repair and Maintenance- Conduct routine inspections of the entire Toronto office premises, document and resolve all issues- Identify minor repair and maintenance needs promptly- Perform minor repairs on office fixtures, furniture, equipment and other facilities as required- Coordinate with external contractors for more extensive repairs or upkeep projects when necessary- Assist with Health & Safety Audits- As required, assist with regular Health & Safety audits of office premises to identify potential hazards or safety concerns- Collaborate with the Health & Safety team to implement corrective actions as required- Vendor Management- Solicit vendor quotes for maintenance services and other requirements as directed by the Office Services Manager- Evaluate vendor quotes and make recommendations to Office Services Manager for approval- Manage vendor access, scheduling, deficiencies, ensure timely service delivery and adherence to quality standards- Event Set-up Support- Assist in set-up and reconfiguration of conference floor and boardroom spaces, including furniture arrangement, AV equipment and other necessary items- Collaborate with 34th Floor Coordinator, Events and Catering teams to ensure smooth event set-up and dismantle- Review bookings, run reports to plan upcoming event and meeting requirements (setups)- Participate in 34th floor coordination meetings representing Facilities- Landlord Coordination for General Services- Liaise with the office landlord or property management to coordinate cleaning services- Communicate any cleaning or maintenance requirements and ensure they are promptly addressed- General Facilities Services- Assist with office moves, ensure clean-up of office spaces for new starts and team member moves- Assist with general facilities requests to facilities in-box- Arrange for ergonomic assessments as required, and notify Talent Advisory - Business Services- Required to carry out any other related responsibilities as assigned

Key Competencies- Minimum High School education- 2-3 years related facilities experience- Experience in a professional services environment an asset- Competency with MS Office programs including MS Word, Excel, and Outlook- Knowledge and skills with repair and maintenance of furniture, filing, and other storage cabinets

Other Requirements- Training and capability to safely maneuver lifts by proper usage of equipment or with assistance of others- Ability to communicate in a professional manner and demonstrate patience under pressure- Strong organizational and time management skills, setting own priorities while maintaining flexibility for shifting demands- Strong attention to detail with ability to follow instructions with mínimal supervision and take initiative- A service-oriented team player with excellent interpersonal skills- Flexibility to work overtime and/or shift working hours, when necessary