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

Osler, Hoskin & Harcourt LLP

Verified Company

Toronto, Canada

3 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 begin a career or carve out a new path.

Major Responsibilities

Prepares office allocations for Student rotations based on predetermined student assignments; obtains approvals from the Supervisor's and/or Sr. Manager and Student Programs. Prepares on MAC spreadsheet and issues to distribution list
Works with Supervisor's, Office Services to organize and prepare paper work (MAC spreadsheet) for internal office moves of staff, new arrivals and departures. Distributes finalize details of the MAC spreadsheet to distribution list
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 in Visio post MAC 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
Invoices: reviews and checks vendor invoices for accuracy, Matches with back up documentation, codes for payment and forwards to Sr. Manager for approval
Responsible for maintaining back up that relates to work completed and eventually invoiced
Complies and Submits Recoveries to Accounting
Purchasing (Exports recovery spreadsheet from Toronto epurchasing 2x's per month), Osler Store and Distribution (Pitney Bowes mail and Courier disbursements)
Completes unknown mail searches and Registered Mail Tracking
Maintains Purchasing and Osler Store inventory/stock levels. Obtains quotes when needed for approval. Places order once approved
Maintains epurchasing site to update status of orders, places orders with Office Services Suppliers for standard Purchasing requests and communicates with individuals any details of their order
Assists with planning of department functions i.e. boardroom bookings, department celebrations etc
Boardroom Bookings Operational Meeting prepares weekly status spreadsheet for the Sr. Manager and the Supervisors, Office Services
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 coverage/backup to the Supervisors, Office Services and Technicians as needed
Provides administrative assistance to the Sr. Manager and the Supervisor, Office Services (includes Office Services including posting of OslerNet notices, NERP and H&S and special projects)
Willingness to work overtime (sometimes may be required on short notice) and deals with inquires on the emergency afterhours Office Services cell phone
Works closely with the Office Services Supervisor/Office Services Sr. Manager and advises of nonstandard requests, outstanding items and makes recommendations when required
Liaises with Suppliers/Firm Members regarding the status requests, general inquiries and to resolve problems. Escorts vendors when required
Perform other duties as assigned

Position Requirements

Education and Experience_

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

Knowledge and Skills_
Strong organizational skills and attention to detail with the ability to multitask 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; ability to effectively interact with all firm members at all