Office Services Assistant - Toronto, Canada - Osler, Hoskin & Harcourt LLP

Osler, Hoskin & Harcourt LLP

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Osler, Hoskin & Harcourt LLP is one of Canada's leading business law firms. Advising many of Canada's corporate leaders, as well as U.S.

and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena.

Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas.

Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Senior Manager, Facilities & Office Services, the Office Services Assistant will execute a variety of administrative tasks in support of the Office Services Department.

Hours of Work: 10:30 AM to 6:30 PM; Monday to Friday

Major Responsibilities

Books visitor offices and issues paperwork to MAC distribution list
Prepares Move Guide and labels for individuals moving as well as creates name plates and mailbox labels for the Toronto Office
Works with the Office Services Team to ensure moves are executed smoothly and items moving have been tagged and signage for moves created and posted
Ensures office/workstation are tidy, new office signage is in place and that post move deficiencies have been reported to the Supervisor's, Office Services for scheduling
Updates Directory and updates floor plans to reflect office/workstation changes
Participates in space inspections as well as pre/post move inspections. Prepares inspection reports and follow's up to ensure items noted have been rectified
Reviews and checks vendor invoices for accuracy, matches with back up documentation, codes for payment and forwards to Sr. Manager for approval
Complies and Submits Recoveries to Accounting
Purchasing Osler Store and Distribution
Maintains Purchasing and Osler Store inventory/stock levels
Maintains epurchasing site to update status of orders, places orders for standard purchasing requests and communicates with individuals any details of their order
Assists with planning of department functions
Arranges for the scanning of all hardcopy Courier Logs, Manifests, inspection logs etc. with Printing. Saves files in MCDM once scanned
Compiles Office Services related stats and submits to the Offices Services, Sr. Manager
Assists in Office Services (i.e. processing couriers, front window duties, monitors inbox's and answers phones, rotation duties, placing 310 serve reports, taking security photos etc.)
Coordinates installation of Firm artwork and maintains database/inventory spreadsheets of artwork within the Firm
Provides administrative assistance and coverage/backup to the Supervisors, Office Services and Technicians as needed
Willingness to work overtime and deals with inquires on the emergency afterhours Office Services cell phone
Perform other duties as assigned

Position Requirements
Education and Experience

This position requires two years experience in a Facilities Department and or enrolment in an accredited Facilities Management Course or significant administrative experience, preferably in a professional services organization.

An equivalent combination of education, training and experience may be accepted.

Knowledge and Skills
Strong organizational skills and attention to detail with the ability to multi-task and prioritize

Excellent analytical and problemsolving skills
Solid writing/proofreading skills with ability to create reports and presentation materials
Strong verbal communication and listening skills
Superior customer service orientation with a friendly, professional manner
Demonstrates ability to exercise good judgement and discretion; sensitivity to confidential matters is required
Intermediate computer skills and proficiency with MS office and knowledge of Visio and SharePoint considered an asset

Accessibility and Accommodation

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

LI-JK1