Facilities Coordinator

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment.

**Premises and Maintenance Facilities**
- Ensure the overall condition of the premises and common areas are maintained daily in a clean, safe, and presentable state.
- Assess and troubleshoot situations that impact daily business operations in a timely manner.
- Monitor and track facility requests, repairs and deficiencies, identify trends or issues and provide recommendations to the Manager, Facilities & Business Services.
- Maintain and update inventory records of all furniture, equipment and assets including purchase dates, price, service repairs and product specifications.
- Manage preventative maintenance programs and schedules to ensure service levels are per contracts and service agreements.
- Conduct ergonomic assessments and collaborate with Human Resources Generalist on long term health concerns or issues.
- Conduct bi-annual inspections and ensure all emergency equipment is operational and in good working condition.
- Participate on Health & Safety Committee
- Participate and assist in annual fire evacuation procedures.
- Liaise and maintain good working relations with Property Management personnel and external vendors and contractors.
- Issue requests for scope of work and pricing for vendor or contractor services.

**Purchasing and Office Supplies**
- Purchase supplies, stationary, small equipment and furniture in accordance with firm purchasing guidelines and budget.
- Track and oversee payments of invoices related to the Offices Services Department; assign accounting codes and log invoices for future reference.
- Source products, tender Requests for Quotes (RFQ) and ensure competitive pricing on all purchased goods.

**Records Management & Library Services**
- Process, record and prepare boxes for offsite storage.
- Process incoming and outgoing file transfers as requested. Record all client/matter information in the Records Management database following firm conventions.
- Collaborate with the Toronto Office Records Department to ensure policies and procedures are adhered to.
- Assist Library Technician with related projects, such as library inventory, etc.
- Distribute updates to Lawyers and Paralegals.

**Other Responsibilities**
- Back-up Reception as required or as requested by the Manager, Facilities & Business Services.
- Support the Manager, Facilities & Business Services and Director of Office Services with all Office Service related projects.
- Other duties and responsibilities as assigned.
- 3-5 years experience in office services in a facilities related role.
- College diploma in Business Management or Facility Management or working towards FMP or CFM designation an asset.
- Strong time management and organizational skills, including the ability to effectively prioritize and juggle multiple demands
- Demonstrated commitment to client service
- Professional and tactful manner works well with others in a collaborative style and capable of working independently.
- Excellent interpersonal, and relationship-building skills to build and maintain effective working relationships with people at all levels of the firm.
- Excellent customer service skills to understand the requirements and needs of the users including oral and written communication and effective listening skills.
- First Aid and CPR Certification an asset.
- Proficient computer skills in Microsoft Office Suites (Word, Excel, Outlook).
- Heavy lifting up to 25 kg is required.
- Flexible schedule and some overtime required.

**Employment Type**: Permanent, Full-Time (On-Site)

Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.
- **What we offer**:_
- Competitive compensation + Extended Health & Dental Care
- RRSP Matching Program
- Education/tuition allowance
- Fitness Reimbursement Program
- Diversity and Inclusion Centric Culture
- A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
- A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
- A business casual dress code (client/day specific)
- Employee referral bonus.

**Salary**: From $5