Office Services and Facilities Assistant Manager

The Role:

Norton Rose Fulbright Canada LLP is currently seeking an Office Services and Facilities Assistant Manager to work in our Vancouver office. This position will report to our Office Services and Facilities Manager while ensuring that national operational objectives and standards are maintained under the direction of the Assistant Director of Office Services. The duties include, but are not limited to the following:

Responsibilities:

• Manage the workflow for delivery services, document centre, reception and catering staff members including scheduling breaks and coverage for team members as necessary (sick days/vacation)
• Manage the office service functions such as copying, faxing, processing mail, courier, catering, reception, basic AV, furniture rearrangements and minor facility related requests (this is a hands-on role)
• Ensure team members are appropriately cross-trained
• Oversee the training and mentorship of all new support staff
• Serve as office point-of-contact for building directed maintenance and workplace related requests
• Oversee the maintenance of office supplies for the location; placing orders with attention to cost savings and coordinating the replenishment of stock as necessary
• Coordinate the reconciliation of invoices for Office Services & Facilities for this location
• Ensure that all production equipment and multi-function devices are working at optimal performance and serviced/stocked as necessary
• Responsible for the Quality Control of the documents produced by delivery services and document centre as well as ensuring on-time completion of all requests; liaising with firm members as required
• Oversee boardroom set-ups including furniture rearrangements and equipment requirements
• Serve as a member of the Joint Health & Safety Committee and as an Emergency Coordinator
• Assist with office tours for new hires, including providing an overview of emergency evacuation and first aid procedures
• Coordinate all meeting and event logistics for in-person events that occur in the local office including, budget management, on-site and outsourced staffing management, vendor management, contract negotiation, speakers, technology, F&B, follow-up efforts (report, budget, debriefs, final attendance, client feedback, food waste) and other related items as requested
• Coordinate student rotation moves and computer set ups
• Oversee office moves/clean ups including, attention to ergonomic considerations, adjusting desk heights and monitor arms, picture hanging, minor office repairs and miscellaneous "handyperson" duties
• Responsible for the organization and maintenance of on-site storage
• Ensure maintenance of service level agreements
• Work with the Manager of Office Services & Facilities to maintain the efficient and cost effective operation Office Services function; serving as a primary point of contact when the manager is absent
• Work with the Office Services Manager to develop business cases and recommendations concerning operational effectiveness to local and national management.

Qualifications:

• 5-7+ years of similar experience (Law Firm or Professional Services firm is an asset)
• 3+ years of experience managing or leading a team
• Able to think strategically and work tactically as required
• Excellent client-service skills. Well-honed verbal and written communication and interpersonal skills necessary to interact with individuals throughout all levels of the firm
• Proficient in Microsoft Office products such as Word, Excel, Project and PowerPoint
• Manages conflicting demands, diffuses issue and influences colleagues toward effective solutions
• Organized, effectively manages multiple priorities. Strong analytical and problem solving skills
• Highly motivated with the ability to work well under pressure
• The role requires the flexibility to work between 7:30 am to 6:00 pm as well as over time on occasion. Must be willing to be accessible afterhours given the facilities component of this role.

Why join our team:

• Hybrid work environment
• Retirement savings plan with employer contribution
• Benefit premiums paid by the firm
• Telemedicine services
• Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships!
• Training and development programs based on your interests and needs
• Vancouver Salary: $87 665 - $142 454. Salary will be discussed and negotiated during interview and will be based on experience

Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment? Come join us!

As a global law firm, we embrace a culture of excellence and working hard, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential.

To find out more about how we integrate diversity, equity and inclusion in everything we do please click

If you are unable to apply for a position online or require any reasonable adjustments during the recruiting process, please contact **************@nortonrosefulbright.com to further discuss your needs.

Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities. Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds. For applicants who require an accommodation, please contact **************@nortonrosefulbright.com to discuss further.

We thank all candidates for their applications, but please note that we will be contacting only those whom we invite for an interview.

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