Office Services and Facilities Assistant Manager

3 weeks ago

Vancouver, Canada Recruiting in Motion Full time
Recruiting in Motion is a successful and dynamic professional employment agency that has become deeply integrated into Metro Vancouver's business sector as the go-to agency for the recruitment and placement of outstanding employees. BC-owned and operated, we ensure all our candidates - temporary, contract, permanent, or executive - are provided with exciting and impressive employment opportunities. In fact, we are ranked as one of Growth 500 Canada's fastest growing companies and we represent BC's TOP Employers

About our Client

Our client, a well-established company providing law services to preeminent corporations and financial institutions, is looking for an experienced Office Services and Facilities Assistant Manager to join their team, on a permanent basis, in the Vancouver office. As the team lead, you bring a can-do attitude and a flexible approach to working. This is a fantastic opportunity for candidates who are seeking a new challenge. If this matches what you are looking for, then look no further Apply today
Salary ranges from 70-85k

Responsibilities:

Coordination of the workflow for business centre, reception, and catering staff members including scheduling breaks and coverage for team members as necessary (sick days/vacation)
Ensure team members are appropriately cross-trained
Assist with the training and mentorship of all new support staff
Serve as office point-of-contact for building-directed maintenance and workplace-related requests
Assist with office service functions such as copying, faxing, processing mail, courier, catering, reception, basic AV, furniture rearrangements, and minor facility-related requests (this is a hands-on role)
Oversee the maintenance of office supplies for the location; placing orders with attention to cost savings and coordinating the replenishment of stock as necessary
Assist with the reconciliation of invoices for Office Services & Facilities for this location
Ensure that all production equipment and multi-function devices are working at optimal performance and serviced/stocked as necessary
Responsible for the Quality Control of the documents produced by the business centre as well as ensuring on-time completion of all requests; liaising with firm members as required
Oversee boardroom set-ups including furniture rearrangements and equipment requirements
Work with the Manager of Office Services & Facilities to maintain the facility including access cards, maintenance, general upkeep, and coordinating contractors
Serve as a member of the Joint Health & Safety Committee and as an Emergency Coordinator
Assist with office tours for new hires, including providing an overview of emergency evacuation and first aid procedures
Assist with the coordination of sky garden events, including extensive furniture rearrangements and equipment requirements, often outside of regular business hours
Assist with the coordination of student rotation moves and computer setups
Assist with the coordination of office moves/clean-ups including, attention to ergonomic considerations, adjusting desk heights and monitor arms, picture hanging, minor office repairs, and miscellaneous "handyperson" duties
Assist with the organization and maintenance of on-site storage
Serve as a point person when the Office Services & Facilities Manager is away
Provide superb client service to all lawyers, legal assistants, and business services employees
Embody a strong customer service ethic within the local office and national team
Able to think strategically and work tactically as required
Ensure maintenance of service level agreements
Prepare and present information and recommendations concerning operational effectiveness to local and national management.

Qualifications:

5-7+ years of similar experience (Law Firm or Professional Services firm is an asset)
3+ years of experience managing or leading a team

Completion of secondary school education is essential

Level 2 First Aid Certification (or be willing to attend Level 2 First Aid training)
Ability to meet multiple and/or expected deadlines in a demanding environment
Must be flexible and able to work a variety of shifts, including outside of regular business hours
Strong skills to multitask and set priorities
Excellent Customer Service skills
Strong communication skills, both verbal and written
Impeccable attention to detail
Proficiency in technical, analytical, computer, and database skills; proficient in Microsoft Office suite
Ability to work independently and as a member of a team
Excellent judgment regarding confidential and sensitive matters
Must be able to lift 50lbs on a regular basis

NOTE: The role requires the flexibility to work between 7:30 am - 6:00 pm, as well as overtime on occasions

How to Apply

All applicants must have legal permission to work in Canada and require a valid Work Permit and Social Insurance Number.

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