Office Services Coordinator

We are a national litigation law firm that practices throughout Canada. We have repeatedly been recognized as one of the top firms within our specialty.  As market leaders, we continue to grow by developing strong relationships with our clients, providing exceptional service, and empowering our team to succeed.

We encourage diversity, equity, inclusion and respect, in all aspects of our work and for our employees, candidates, vendors, business partners and clients. Our diversity reflects the communities where we live and work, and our leadership, commitment and accountability attract people to our firm who are the best at what they do.  Our culture and collaborative environment encourage personal growth, decision making, and allows you to contribute to the overall success of the team.

About you:

Our Office Services Coordinator is expected to bring professionalism, strong attention to detail, the ability to prioritize, multi-task and a commitment to service excellence to the role. You are a team player who understands what it takes to deliver important assistance to our clients and employees all while juggling multiple necessities and requests.  You will be both the face of the firm, and the behind-the-scenes support.  This role also requires that you thrive in a sometimes, high volume, busy environment, without exhibiting stress.  You will take ownership and initiative to bring about positive change and provide five-star results delivered in a timely manner.  This is a permanent, full-time opportunity.

You are required to work on-site, in-person, Monday to Friday from 8:00 am to 4:00 pm, 35 hours per week.  There is not an opportunity for this to be a Hybrid role.

The ideal candidate will have:

• Exceptional administrative and organizational skills with a keen attention to detail and accuracy
• Strong written and verbal communication skills, with the ability to interact professionally with clients, lawyers, and staff at all levels
• Proven ability to prioritize and manage multiple competing requests in a high-volume, fast-paced environment
• Highly proactive and resourceful self-starter, with the ability to anticipate needs and take initiative
• Outstanding client service mindset, with a commitment to delivering timely, high-quality support to both internal and external stakeholders
• Strong problem-solving skills with the ability to think critically, adapt quickly, and follow through on tasks and deadlines
• Ability to remain clam, composed, and professional under pressure while managing shifting priorities
• Collaborative team player with the ability to also work independently with minimal supervision
• Professional presence and interpersonal skills, with a polished and approachable demeanor as a front-facing representative of the firm
• Demonstrated discretion and sound judgment when handling confidential and sensitive information
• Strong technical aptitude and ability to learn new system quickly
• Comfortable working in a fully on-site role, Monday to Friday, 8:00am to 4:00pm, with consistent and reliable attendance

Responsibilities will include (but are not limited to): 

• Act as the primary front-of-house representative for the firm, delivering a polished and client-focused experience
• Oversee daily reception and office services operations, ensuring efficiency and consistency
• Manage incoming calls and inquiries, prioritizing and escalating as appropriate
• Coordinate all mail and courier services, including time-sensitive and confidential deliveries
• Liaise with vendors, service providers, and building management to support office operations
• Execute office services requests (printing, scanning, binding) with accuracy and efficiency
• Manage office and kitchen supplies, including ordering and inventory
• Administer office access and security, including card management and workspace set-up
• Coordinate onboarding logistics, ensuring a seamless and well-prepared new hire experience
• Manage the boardroom scheduling calendar, catering, and high-touch support for meetings and events
• Maintain the presentation and organization of all shared office spaces
• Maintain and update internal resources, including library materials, Intranet, and website content
• Support Partners and senior staff with ad hoc requests, exercising discretion and judgment
• Assist with marketings materials, presentations, and internal/external communications
• Participate in firm committees and contribute to a positive workplace culture
• Take a proactive approach to assess office operations, identify gaps or inefficiencies, and recommend improvements
• Support and take ownership of special projects and additional responsibilities, as required

Qualifications:

• 4-8 years experience working in a fast-paced law firm, hospitality and/or customer service environment
• 2-6 years experience working in an administrative or similar role
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and office systems (e.g. mail/courier systems, document management)
• Experience coordinating vendors, facilities, or office operations is an asset
• Demonstrated ability to mange competing priorities and operate with a high degree of autonomy

Our commitment to you:

We believe in supporting our people both inside and outside the office. Our total rewards package includes comprehensive health, dental, and AD&D coverage (firm-paid), life and disability insurance, paid time off, mental health and wellness support through our employee assistance program, fitness benefit and an RRSP matching program to help you plan your future.

The firm also offers:

• Professional Development & Continuing Education
• Mentoring programs
• Work life balance
• Opportunities to grow your career
• Firm Social events
• Employment service awards

The expected salary range for this position is $55,000 to $65,000 but may vary depending on job-related knowledge, skills and level of experience. To join our team, please send your cover letter and resume to:

[email protected]

Although we thank all applicants for their interest in our firm; only those candidates selected for an interview will be contacted. 

We are not interested in working with external recruitment agencies at this time.