Coordinator, Facilities, Internal Services and Mailroom

Our client, a legal firm ranked Best Employer in Canada for 24 years, is recruiting for the role of Facilities Coordinator for their Montreal downtown office.

In this key role, you will actively contribute to services related to facilities and the mailroom. You will take part in daily operations, ensure meticulous inventory management, provide high-quality reprography services, and oversee the maintenance of equipment.

You will also be responsible for preparing conference rooms to ensure flawless and memorable customer service. Your attention to detail, service-oriented mindset, and team spirit will be valuable assets in this dynamic and versatile role.

It is very important you have experience in a similar role in the legal or corporate field. Also very important, candidates applying should be comfortable in both french and english.

If you are the right person for the role, don't hesitate to apply!



Advantages
Permanent position to be filled as soon as possible

Schedule: 8 a.m. to 4 p.m., 35 hours/week, 5 days/week on-site

Competitive salary

Benefits: Dental, medical, and travel insurance (premiums are paid and dependents can be added), 2% RRSP matching

Vacation: 3 weeks of vacation

Telecommuting or on-site: 100% on-site

Work environment: Clean, pleasant, organized, and welcoming office. The environment is also fast-paced and demanding, with a culture focused on trust and respect.

Responsibilities
Hospitality and Conference Room Management

-Set up and maintain meeting rooms by arranging furniture, installing equipment, and ensuring cleanliness as well as stocking supplies and refreshments. Collaborate with internal teams to ensure seamless service and high-quality professional experience.

- Ensure the cleanliness and organization of kitchen areas by cleaning coffee machines and refrigerators, putting away dishes, starting dishwashers as needed, and keeping supplies well stocked—providing a pleasant and functional environment for all team members.

- Work closely with firm members to coordinate internal and client events, meet with stakeholders to assess needs, and provide on-site support during events when required, ensuring smooth execution and positive experience for all participants.


Facilities Management and Office Upkeep

- Conduct daily walkthroughs to ensure a clean, welcoming, and well-organized work environment. This includes checking common areas, maintaining cleanliness and order, and promptly identifying any issues or irregularities requiring intervention, to be reported without delay to the Director, Talent & Operations.

- Effectively oversee maintenance and repair interventions by coordinating with vendors, repair companies, and subcontractors. Manage service contracts, schedule necessary work, and ensure timely execution in line with expected quality standards. Take a proactive approach by identifying and resolving potential issues before they become irritants or safety risks.

- Maintain regular communication with building stakeholders regarding scheduled work, deliveries, corporate events, inspections, and any other activities impacting the facilities. Actively participate in monthly meetings and ensure meticulous follow-up on action items and commitments made.

- Plan, coordinate, and oversee various special facilities-related projects, ensuring seamless collaboration between internal and external stakeholders. This includes assessing logistical and material needs, managing suppliers and equipment, coordinating with security and maintenance teams, and monitoring warranties and facility-related services. Ensure successful project execution through on-site supervision and by anticipating potential issues to guarantee a smooth and safe process.


Ensuring Compliance with Health and Safety Standards

- Stay up to date with laws, regulations, and best practices in occupational health and safety, and ensure compliance by planning and conducting regular inspections of the facilities. Proactively identify potential risks and implement appropriate corrective measures to prevent incidents and maintain a safe work environment.

- Ensure the availability, proper functioning, and regular maintenance of safety equipment, while maintaining detailed records of inspections, incidents, and corrective measures taken. Serve as a key point of contact during incidents requiring intervention and collaborate closely with internal and external stakeholders to foster a culture of prevention and uphold a healthy, safe, and compliant work environment.

- In collaboration with the Director, Talent & Operations, develop and regularly update emergency plans tailored to the office environment and the organization's specific needs, ensuring they are clearly communicated to and well understood by all relevant teams.


Procurement and Mailroom

- Oversee the procurement of office supplies, equipment, and services, ensuring optimal inventory levels to support daily operations. Foster strong supplier relationships to secure high-quality products at competitive prices and avoid stock shortages.

- Manage external service contracts (e.g., maintenance, security, cleaning), monitor service quality, validate invoices, and coordinate necessary adjustments to ensure consistent standards.

- Supervise the day-to-day operations of the mailroom, including mail sorting and distribution, as well as large-scale printing requests, ensuring timely, accurate, and efficient service delivery.

- Conduct a range of administrative tasks essential to the smooth operation of the office and the support of daily business activities.

Qualifications
- Bilingual proficiency in French and English, both spoken and written. This role requires frequent interaction with third parties who communicate exclusively in English, as well as collaboration with colleagues across our Canadian offices, where English is the predominant language. Given that more than 50% of the responsibilities will be performed in English, a high level of proficiency in written, oral, and comprehension skills in English is essential. The candidate must also demonstrate excellent command of written and spoken French.

- Experience in an administrative operations support role, ideally within a law firm or a professional services environment, is an important asset.

- Excellent project management, organizational, and file management skills.

- Proven attention to detail and demonstrate precision and thoroughness in your work.

- Strong written and verbal communication skills, along with excellent interpersonal and client service abilities.

- Experience using office equipment (e.g., photocopiers, fax machines, courier services) and high proficiency with Microsoft Office tools, particularly Word, Outlook, and Excel.

- Ability to manage multiple priorities simultaneously, perform well under pressure, and meet tight deadlines.

- Demonstrate a proactive mindset, with the ability to work independently and thrive in a collaborative team environment.

- Reliable, punctual, and open-minded.

Summary
Interested in this position?

Email us anytime at dorine.sportouch@randstad.ca.

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'd be happy to help!

For more information on this and all other currently available positions, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be reviewed equally.

Only selected candidates will be contacted.

Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.