Position Title: Office Services Assistant
Reporting To: Manager, Office Services
Position Type: Full-Time, Permanent
Position Summary:
Torkin Manes is seeking an Office Services Assistant to join our talented team! Reporting to the Manager, Officer Services, the Office Services Assistant maintains cleanliness and organization of lunchroom and satellite kitchens as well as set-up/clean-up boardrooms for both internal and external client meetings as well as large-scale internal events. In addition, provide backup coverage at Reception throughout the day. Complete administrative tasks as assigned.
The position is scheduled to work 8:00am – 4:30pm Monday to Friday. This is an in-office role.
Duties and Responsibilities:
Main Responsibilities:
- Maintain Firm lunchroom and satellite kitchens. Complete supply inventory and replenish stock and ensure lunchroom/satellite kitchens areas are tidy. Provide light housekeeping duties as necessary.
- Monitors and reviews all Firm boardrooms on a daily basis. Ensure all rooms are neat and tidy at the start of each day and equipped basic supplies for meeting use.
- Provides set-up and clean-up for all client meetings and large/special internal catered events (ex. Lunch and Learn Sessions, Seminars)
- Work with Receptionist to co-ordinate meeting requirements, including catering orders and other administrative duties as required.
- Provides a professional, positive customer service experience to clients, guests and all internal Firm members.
- Resolve conflicts as they arise in a calm, professional manner.
Reception Desk Coverage:
- Provides a professional, positive customer service experience to clients, guests and all internal Firm members.
- Answers main phoneline and responds to queries professionally. Redirects telephone calls and messages to Firm members.
- Responds to incoming Reception email inquiries in a positive and professional manner.
- Maintains the Reception area. Ensures guest seating area is tidy and presentable at all times. Replenish refreshments and snacks throughout the day for guests.
- Takes care to see client/lawyer needs are met and acts in accordance with the Firm values to provide excellent customer service at all times.
- Manages the Firm’s boardroom booking system. Confirms boardroom booking appointments and resolves boardroom conflicts that may arise in an expedient manner.
- Maintains a high level of confidentiality in all interactions.
Other:
- Assists with special projects as assigned.
- Overtime may be required, occasionally.
Qualifications:
- High School Diploma.
- 1 – 2 years reception/hostess experience working in a fast-paced, professional environment.
- A positive, professional, upbeat personality with superior telephone manners and strong interpersonal skills. Able to interact with clients and Firm members in a sensitive, tactful, diplomatic and professional manner.
- Possesses strong time-management skills. Is punctual and able to meet deadlines and juggle multiple priorities with ease. Comfortable working in a dynamic environment.
- A pro-active team player. Possesses the ability to interact with all members of the Firm to meet firm/client needs.
- Able to make good decisions. Uses judgement to prioritize and manage conflicting demands to meet the needs of clients and Firm members. Comfortable seeking advice/guidance from other team members when necessary.
- Able to complete tasks independently and efficiently. Take initiative to complete assigned tasks with limited supervision. Takes pride in work to ensure boardrooms/kitchens are maintained and set-up meets the expectations of the Firm.
- Possesses basic Microsoft Office skills (Word, Outlook, Excel). Eager to learn new skills and adapt to new technology.
Success in this role means:
- Conduct oneself in a manner consistent with Firm Values and promotes a respectful and positive work environment.
- Provide excellent client service to meet expectations of both internal and external clients.
- Ensure all Firm policies and control procedures are adhered to.
- Able to resolve day-to-day issues independently, escalating issues where appropriate.
- Demonstrate excellent technical skills and ability to learn new software and processes.
- Is proactive and works with the team by assisting where required and shares knowledge in a clear and concise manner.
- Contribute to the department by working efficiently and identifying ways to improve processes.
- Able to earn the respect of Lawyers and co-workers.
- Ability to be flexible with regards to hours during busy periods to meet the demands of the role.
- Discretion and confidentially is essential to this role and required at all times.
What We Offer:
- Competitive base salary
- Comprehensive benefit and insurance plans, with HSA
- RRSP plan with employer contributions
- Fitness and Wellness Benefit
- Education assistance
We thank all those who apply. However, only those selected for an interview will be contacted. Please note that any offer of employment will be conditional upon background and reference checks.
If you are motivated and looking to excel, please submit your resume in confidence to: HR@torkin.com
About Us
Torkin Manes LLP is a vibrant, growing, medium-sized full-service law firm located in downtown Toronto. Our 125+ lawyers practise in all areas of business law and litigation. Torkin Manes is ranked as the #1 Ontario regional law firm by Canadian Lawyer and is consistently ranked as one of Canada’s top Regional law firms by Chambers Canada. Our consistent top rankings are a testament to our client service ethic, commitment to the legal profession, and success in our areas of practice.
Torkin Manes LLP is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN) and an employer partner of the Canadian Centre for Diversity & Inclusion (CCDI). We are an Equal Opportunity Employer that is committed to inclusive, barrier-free recruitment and selection processes. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, we provide employment accommodation during the recruitment, selection and/or assessment processes. Should you require an accommodation, please contact Nazli Ghafoori, HR Manager, by email at nghafoori@torkin.com or by phone 647-417-5311, and we will work with you to meet your accessibility needs.
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