Office Services & Facilities Assistant
Office Services & Facilities Assistant
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Job Description
Osler Hoskin & Harcourt LLP is one of Canadas leading business law firms. Advising many of Canadas corporate leaders as well as U.S. and international parties with extensive interest in Canada our more than 1000 firm members are based in offices in Toronto Montral 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.
The Office Services & Facilities Assistant is an integral member in the Office Services & Facilities Department providing administrative and operational support to the Senior Manager Office Services & Facilities. The Assistant supports the facilities functions health and safety sustainability initiatives and purchasing.
Hours Of Work 9:00am 5:00pm Monday Friday
Major Responsibilities
- Responsible for providing administrative support in the areas of calendar/meeting travel management budget drafting project coordination and communication preparation
- Complies and submits recoveries to the accounting department. This includes purchasing (exports recovery spreadsheet from Toronto epurchasing) Osler Store Courier disbursements and Pitney Bowes Postage Recoveries
- Assists with planning of department functions (e.g. boardroom bookings and department celebrations)
- Drafts monthly department meeting agenda and related minutes
- Responsible for reviewing gaps and updating Office Services & Facilities content on the Firms Intranet site
- Communicates and coordinates with firm members/vendors regarding the status of requests general inquiries (e.g. purchasing Health and Safety NERP etc.) and escorts vendors when required
- Supports department ISO initiatives such as tracking annual review of procedure documents (NDAs and NDA tracking spreadsheet)
- Coordinates the installation of firm artwork and maintains database/inventory spreadsheets of artwork within the Firm
- Maintains Osler Store inventory/stock and obtains quotes from vendors when required
- Monitors and maintains epurchasing inventory/stock and partners with vendors on obtaining quotes and places orders once approved for all office supplies i.e. stationery and department supplies
- Maintains epurchasing site regarding status of orders
- Supports the development and implementation of Health and Safety programs policies and procedures and communication materials
- Supports tasks and initiatives for all Health & Safety Programs (e.g. campaigns etc.). Coordinates and supports all Health and Safety Training initiatives H&S meeting minutes emergency planning annual fire drill safety campaigns etc.
- Supports the development implementation and tracking of the Firms sustainability initiatives. (e.g. inputs data for sustainability questionnaires conducts basic research provides input into communications for sustainability initiatives) in addition to metric tracking
- Provides coverage/backup to Office Services& Facilities Coordinator when needed
Position Requirements
Education and Experience
This position requires a Community College Diploma plus three years related administrative experience. Experience in a law firm or professional services organization would be an asset. An equivalent combination of education training and experience is acceptable.
Knowledge and Skills
- Extremely well organized with strong attention to detail and excellent time management skills with the ability to prioritize tasks
- Discretion and ability to maintain confidentiality
- Excellent customerservice skills exhibiting strong verbal and interpersonal skills
- Proficiency with Microsoft Office is required
- Knowledge of Visio and SharePoint is considered an asset
- Strong writing skills with the ability to draft and proofread short emails letters and memos
- Ability to take initiative and work independently within task limits
- Some accounting knowledge in order to process vendor invoices and track budget material
Accessibility and Accommodation
We thank all applicants for their interest in Osler; however only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment and we welcome and encourage applications from people with disabilities and people with diverse backgrounds identities and cultures. Accommodations are available upon request for candidates in all phases of the selection process.
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 Canadas leading law firms please reply in confidence with a cover letter and rsum by the closing date.
No agencies or phone calls/emails please.
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Employment Type
Full-Time
