Facilities and Mail Coordinator

About Us

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Culture

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Role Overview

Our Vancouver office is currently recruiting for a Facilities and Mail Coordinator in our Facilities, Business & Client Services Department, reporting to the Manager, Facilities, Business & Client Services. This role is responsible for performing day-to-day facilities responsibilities and mail and courier processing activities, to ensure service standards are consistently met or exceeded and that all activities are in compliance with established policies and procedures.

The successful candidate will be responsible for:

Mail

• Managing the mail inbox and perform daily pick-up, processing, tracking, and distribution of postal, inter-office, courier, registered mail, faxes, and process server documents in accordance with internal controls
• Processing incoming and outgoing courier requests, including service-level selection, tracking, receipt confirmation, and issue resolution
• Coordinating large shipments, assist with bulk mailings, and prepare/package mail to meet established timelines
• Handling escalations and special requests; report metrics to Manager as directed
• Maintaining Mailroom ServiceNow requests, ensuring timely ticket closure
• Supporting Records Management with offsite file shipments
• Crosstraining with Reception, Facilities, and Client Centre to provide coverage during absences and high-volume periods
• Providing photocopying, scanning, copier restocking, and routine equipment support

Facilities

• Processing facilities-related invoices via Chrome River for approval and payment
• Managing, stocking, and maintaining printers, copiers, supplies rooms, and emergency/first aid equipment

Safety & Security

• Serving as a key member of the Health & Safety Committee
• Maintaining First Aid and CPR certification
• Acting as a key contact for the Emergency Response Team

The successful candidate must have the following education, experience and/or demonstrated skills:

• Minimum 5 years of office services experience, with exposure to mail services and facilities operations
• Strong knowledge of administrative policies, facilities routines, and Microsoft Office Suite
• Excellent communication, customer service, organizational skills, and ability to work independently with discretion
• Possesses a Beginner Level First Aid and CPR Certification or would be willing to acquire upon hire
• Ability to lift and move items up to 50 lbs
• Capacity to stand, sit, or walk for extended periods of time

Employment Type: Full-Time, Permanent

Salary: $51,000 - $56,000

What we offer:

• Competitive compensation + Extended Health & Dental Care.
• RRSP Matching Program.
• Education/tuition allowance.
• Fitness Reimbursement Program.
• Diversity and Inclusion Centric Culture.
• A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
• A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
• A business casual dress code (client/day specific).
• Employee referral bonus.

Cassels is an equal opportunity employer committed to fostering a workplace where people of all identities and lived experiences feel valued, respected, and supported. We are dedicated to removing barriers and ensuring equitable access to employment. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, 2SLGBTQIA+ communities, and individuals with intersectional identities. All qualified candidates are welcome to apply. Accommodations for disabilities, accessibility needs, or cultural practices are available throughout the recruitment process upon request. Please contact our recruiter with any questions or accommodation needs.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purpose.