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Office Services

2 weeks ago

Montréal, Canada Groom & Associes Full time

**Location**: Montreal (Hybrid)

**Type of Employment**: Full-Time, Permanent

**Salary & Bonus**: Competitive Salary; Annual bonus

**Benefits**: Medical/Dental. 4 weeks Vacation; RRSP Matching; Sick Days; Hybrid work model

About the Company
The company is a global law firm. They provide the world’s pre-eminent corporations and financial institutions with a full business law service. We have more than 3800 lawyers based in over 50 cities across Europe, the United States, Canada, Latin America, Asia, Australia, Africa, the Middle East and Central Asia.

The company is recognized for their industry focus, they are strong across all the key industry sectors: financial institutions; energy; infrastructure, mining and commodities; transport; technology and innovation; and life sciences and healthcare.

They operate in accordance with our global business principles of quality, unity and integrity. The company aims to provide the highest possible standard of legal service in each of our offices and to maintain that level of quality at every point of contact.

**Job Purpose**:
Our client in is currently seeking an Office Services and Facilities (OS&F) Manager to work in our Montreal office. This position will report directly to our Office Services & Facilities Director. The duties include, but are not limited to the following:
**Responsibilities**:

- Provides superb client service to all lawyers, legal assistants and business services staff within the local office and the scope of Office Services & Facilities deliverables.
- Leads by example and embodies a strong service ethic within the local office and national team.
- Acts as a key member of the national OS&F team.
- Collaborates closely with colleagues who are leaders in all Canadian offices.
- Contributes thought leadership and support within this team and to its national clients.
- Balances local and national needs.
- Responsible for the efficient and cost effective operation of the on-site Office Services staff and/or service provider and direct reports.(e.g. maintaining proper staffing levels, managing sick days and holidays, balancing overtime requirements).
- Prepares and presents information and recommendations concerning operational effectiveness to local and national management.
- Responsible for managing the local Office Services budget throughout the year; ensuring this is approved by, and rolled up to, the Office Services & Facilities Director for overall national reporting on a timely basis.
- Takes responsibility for life safety and security and is the local champion for the Business Continuity Plan.
- Collaborates with the Procurement team by buying goods & services for the office within contracted terms; ensuring agreed upon service level agreements are being met by the vendors, and processing invoices or reconciliations as required for OS&F.
- Mentors a team, including managing work volumes and ensuring productivity.
- Responsible for staff evaluations.
- Effectively and efficiently manages facilities on a day-to-day basis (e.g. seat assignments, maintain satellite service areas, attending to ergonomic needs, scheduling contractor activity) and supports the Office Services and Facilities Director on the most effective use of space for near and long-term planning.
- Ensures legal and statutory requirements are met with respect to managing the premises.
- Coordinates the maintenance and repairs of premises.
- Coordinates office moves.
- Serves as a key member of our office building committee and will support the Managing Partner and Office Services & Facilities Director during the Schematic Design, Construction Bid, and Buildout process.
- Fosters strong tenant landlord relations.
- Other local office needs as assigned by the Office Services & Facilities Director and/or the local Office Managing Partner.
- Able to think strategically and work tactically as required.
- Develops strong relationships and strives to become a trusted advisor.
- Strong team orientation.

**Qualifications**:

- 3 to 5 years of related experience, preferably in a professional services environment.
- Exceptional interpersonal skills and telephone manners, with a strong professional demeanor.
- Personable, approachable disposition with the ability to interact with individuals throughout all levels of the firm.
- Excellent communications skills in both English and French (verbal and written) is required.
- Resilient to change. Introduces change in an effective and sensitive manner
- Highly developed problem solving, decision making, conflict management and negotiation skills, including the ability to successfully resolve performance and disciplinary issue.
- Organized, effectively manages multiple priorities. Strong analytical and problem solving skills.
- Confidence in making day-to-day decisions and judgement to know when to escalate and seek Director’s input or assistance.
- Previous experience monitoring service level agreements and contractual terms; engaging th