Facilities 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 Coordinator in our Facilities, Business & Client Services Department, reporting to the Manager, Facilities, Business & Client Services. This role requires a candidate who has experience in a facilities and property management capacity, is service-oriented, has a can-do attitude and has excellent communication skills. As a Facilities Coordinator, you will perform day-to-day office service functions and maintain premises in accordance with firm standards.

The successful candidate will be responsible for:

Premises & Facilities

• Maintaining a clean, safe, and presentable office environment.
• Addressing and troubleshooting facility issues impacting operations.
• Tracking maintenance requests, repairs, and trends; provide recommendations.
• Maintaining asset inventory (furniture, equipment, etc.).
• Overseeing preventative maintenance programs and service contracts.
• Managing office hoteling (hot desk) program.
• Conducting ergonomic assessments in collaboration with HR.
• Performing bi-annual inspections and ensure emergency equipment readiness.
• Participating in Health & Safety Committee and fire evacuation procedures.
• Liaising with property management, vendors, and contractors; obtain quotes as needed.

Purchasing & Office Supplies

• Procuring office supplies, equipment, and furniture within guidelines and budget.
• Managing invoice tracking, coding, and payments.
• Sourcing vendors and ensure competitive pricing through Requests for Quotes (RFQ).

Records Management & Library Services

• Processing and preparing records for offsite storage.
• Managing file transfers and maintain accurate records in the database.
• Ensuring compliance with firm policies in collaboration with Toronto Records team.
• Supporting library projects and distribute updates to legal staff.

Other Responsibilities

• Providing backup support to reception or mailroom as needed.
• Assisting with meeting room setup and client centre support.
• Supporting office services projects and other assigned duties.

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

• 3–5 years’ experience in office services or facilities.
• Post-secondary education in Business or Facilities Management; FMP/CFM an asset.
• Strong organizational and time management skills with ability to prioritize multiple tasks.
• Client-service oriented with a professional, collaborative approach; able to work independently.
• Excellent interpersonal, communication, and relationship-building skills.
• Strong customer service and listening skills to understand user needs.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• First Aid/CPR certification is an asset.
• Ability to lift up to 55 lbs.
• Willing to work a flexible schedule with occasional overtime required.

Employment Type: Permanent, Full-Time

Salary: $51,000-$56,000 Annually

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.

If interested, please submit your application by clicking here.

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.