Client Services & Technical Support Coordinator

Our esteemed client, one of Canada's leading national law firms, is seeking a Client Services & Technical Support Coordinator to join their Vancouver office.

Renowned for its collaborative culture and commitment to excellence, the firm offers a supportive environment where teamwork is highly valued and employees are encouraged to grow and develop their careers.

This is an exceptional opportunity for a client-focused, technically savvy professional who enjoys working in a fast-paced, service-oriented environment. In this diverse role, you will provide reception, technical, facilities, and administrative support while ensuring an exceptional experience for both clients and colleagues. You'll gain exposure to sophisticated legal professionals, high-profile meetings and events, and play an integral role in the day-to-day success of the Vancouver office

Key Responsibilities

Client & Facility Services

• Welcome clients and visitors, ensuring a professional and welcoming experience while addressing inquiries promptly.
• Manage incoming calls and inquiries, directing matters efficiently and appropriately.
• Coordinate incoming and outgoing mail, courier packages, and cheque requisitions.
• Oversee the daily administration of boardroom meetings and periodic internal events, including room set-up and tear-down, food and beverage service, ordering and restocking boardroom supplies, general tidying, and providing technical support for boardroom technology.
• Organize catering for internal and external meetings and events, including menu planning, liaising with vendors, coordinating deliveries, and reviewing service quality.
• Maintain the cleanliness and organization of client-facing areas, kitchens, lounges, and common spaces, including cleaning coffee machines and loading/unloading the dishwasher.
• Reorder kitchen, lounge, stationery, and court supplies while ensuring accurate cost accounting.
• Configure modular boardroom furniture to meet meeting requirements.
• Support the logistics of client events, including managing guest lists, distributing invitations, and tracking RSVPs.
• Prepare workspaces for visiting lawyers by ensuring required office supplies and equipment are available prior to their arrival.
• Issue and track employee and visitor access cards.
• Submit and follow up on maintenance, cleaning, and repair requests with building management.

Technical Support

• Serve as the primary point of contact for Audio-Visual (A/V) support, performing testing, first-level troubleshooting, logging issues, and escalating complex matters as required.
• Coordinate the technical execution of in-person and virtual meetings, including Microsoft Teams Rooms, Zoom Rooms, and other boardroom technology.
• Provide onsite technology support by:
• Imaging laptops for new employees and ensuring all equipment is ready prior to their start date.
• Setting up workstations with monitors, keyboards, mice, and related equipment.
• Reconditioning and maintaining office technology inventory.
• Maintaining printers, including toner replacement, preventative maintenance, troubleshooting, and coordinating repairs with vendors.
• Monitoring technology inventory, ordering equipment, and scheduling repairs as required.
• Partner with the Helpdesk team to provide onsite support for hardware and software issues, documenting and escalating technical concerns appropriately.

Administrative Support

• Support legal assistants with document production, quality checking, file organization, printing, scanning, binder preparation, downloading files from data sites, and other administrative tasks.
• Provide backup support for arranging travel for legal professionals, including booking flights, accommodations, and itineraries.
• Process expenses for review and approval, including travel and office-related purchases, and complete monthly credit card reconciliations through Emburse.
• Collaborate with team members to coordinate vacation schedules, lunches, breaks, and absences to ensure adequate departmental coverage.
• Provide additional administrative support as required, including printing, mail deliveries, and court runs.

Qualifications

• 1–2 years of related experience, preferably within a law firm or professional services environment.
• Strong technical aptitude with experience operating and troubleshooting presentation equipment, Microsoft Teams Rooms, Zoom Rooms, BYOD meeting spaces, laptops, printers, mobile devices, and photocopiers.
• Strong working knowledge of the Microsoft Office Suite.
• Experience working with an electronic document management system is considered an asset.

Desired Attributes

• Exceptional client service orientation with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to work independently and collaboratively.
• Outstanding organizational and time management abilities with exceptional attention to detail.
• Ability to thrive in a fast-paced environment while meeting tight deadlines.
• Self-motivated, flexible, and able to exercise sound judgment while handling confidential information with discretion.
• Willingness to work overtime, including evenings and weekends, as required.
• Ability to move modular boardroom furnishings and lift 50–75 lbs.

Qualified candidates are invited to submit their resume in confidence to Shona Tischner at: shona@urbanlegal.ca

At Urban Legal Recruitment, we guarantee discretion and confidentiality. We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.