Office Services Assistant - 16-month contract

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 1,400 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.

Our Vancouver office is currently recruiting for an Office Services Assistant (16-month contract position) to support our busy central services team. The successful candidate will assist in managing the office mailroom and will be responsible for shipping & receiving, ordering stationery supplies and fulfilling large volume print jobs.

Major Responsibilities

• Process all incoming and outgoing Canada Post mail including sorting mail, notifying respective team members, sending confirmation reports, arranging for interoffice mail to other Osler offices, etc.
• Ship/process same day, overnight, North American and overseas courier packages.
• Ensure accurate mail, courier and FedEx coding and reconciliation and send to the Accounting department for posting
• Maintain a centralized inventory of stationery supplies for the Vancouver office including purchasing, liaising with vendors, negotiating rates, etc.
• Complete daily inventory check of supplies stocked in the Copy Rooms on each floor and replenish the inventory as needed
• Prepare offices and workstations for new hires. Ensure the office is clean, furniture wiped down, carpet cleaned, walls repaired, name plates in place and supplies are unpacked and set up
• Clean out offices for departed staff. Ensure name plates have been removed/revised, all supplies restocked. Furniture/office is inspected and repairs needed are reported to the appropriate team members. Office/workstation to be left in a tidy condition.
• Complete internal moves. Moves boxes, chairs or other furniture. May include tagging of furniture, assisting with the packing of office contents and supervising outside moving company involved with the move. Ensures that the office/workstation is presentable once the move is complete (floor vacuumed, garbage/recycling bin and name plate in place).
• Undertake copy/print/scan jobs which includes producing a large volume of documents as well as indexing, tabbing, binding under tight deadlines.
• Prepare boardrooms for seminars and meetings (both internal and client). Set up and re-set furniture and equipment as per work order request.
• Complete scheduled inspections of: boardrooms, washrooms, internal meeting rooms, common areas, etc. Ensures problem areas are reported to respective team members.
• Clean up deficiencies reported in weekly walk around inspections.
• Prepare and deliver start-up kits (supplies and NERP) prior to new hire arrival (supplies taken out of the packages and set up neatly in the office/workstation).
• Check/stock supplies including paper supply in each printing station and boardroom.
• First point of contact with the building’s facilities team.
• Escort vendors when onsite to complete repairs etc.

Education and Experience

This position requires a high school diploma plus one year experience working in an office environment. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

• Ability to read, write and follow verbal and written instructions.
• Knowledge of office practices and procedures.
• Time management and organizational skills with the ability to prioritize and accomplish assigned tasks and effectively multitask.
• Ability to work independently and be team player.
• Computer skills (Microsoft, Outlook, Excel, Word, iManage).
• Oral communication, customer service oriented and interpersonal skills needed to interact with a variety of individuals.
• Ability to sort and classify information according to established methods.
• Ability to maintain focus and physical stamina to carry out work orders and remain optimistic under pressure.
• Regular attendance and reliability; flexibility to work extra hours when required.

Reports

Direct: Director, Talent & Operations

Compensation

The range of expected compensation for this position is $48,000 - $58,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, skills and experience.

Working Conditions:

Due to the nature of the position, the incumbent will be expected to work in the office 5 days a week.

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

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 Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for this role.