Manager, Office Services & Facilities

Description

Whitelaw Twining is a highly successful multi-disciplinary firm with a focus on litigation and with offices in Vancouver, Calgary and Toronto providing a full-range of legal expertise. In 2022, we increased the opportunities for our firm and our staff by joining the DWF Group, a global provider of integrated legal and business services.

We are an innovative, passionate team, promoting a professional, supportive and engaging environment to our team members. Since the beginning, we’ve pushed beyond standard litigation to find progressive, creative solutions for our clients.

Whitelaw Twining is extremely proud of its professional work environment that encourages team and social interaction between staff and lawyers. We believe that people work best in a collegial atmosphere where they are empowered to build their careers and make a positive contribution to our work environment.

Join us at WT!

We are currently seeking an Manager, Office Services & Facilities to join our Vancouver team within our Office Services department.

This position is for someone who is proactive with a strong work ethic, and can handle a busy workload alongside managing a team. The ideal candidate will have a strong client service focus, the ability to multi-task, have solid organizational skills and excellent communication skills.

Responsibilities:

Facilities/Operations

• Facilitate all internal office moves, including ensuring workstation and office name plates are up to date;
• Ensure the security of the firm’s office spaces;
• Assist with the improvement of Vancouver operational management systems, processes and best practices;
• Manage any internal furniture and ergonomic requests;
• Responsibility for general housekeeping of all floors, including kitchens and Bistro area;
• Co-Chair the Occupational Health & Safety Committee including facilitating monthly meetings and ensuring minutes are posted, acting as office fire warden, ensuring compliance with all WorkSafe BC requirements by reviewing WorkSafe BC resources on a (minimum) quarterly basis, liaising with OM in Calgary office to ensure compliance with all Alberta health & safety requirements are being met, and acting as point of contact for all health & safety related questions or concerns;

Financial Management

• Responsible for the annual budget of the Office Services department, including socials, furniture, supplies etc;

Vendor Management

• Oversee and make arrangements where needed with firm’s contractors and vendors, including building, mechanical, electoral, cleaning, printer suppliers and other specialist contractors;
• Conduct regular reviews of vendors and contracts currently in place to ensure suitability, recommend changes and facilitate transition to new vendors where necessary;

Building Management

• Build and maintain working relationships with the building management;
• Monitor leasing and renewals and any sublease arrangements and responds to subtenant requests; coordinates tenant improvement construction projects;
• Responsible for internal communications with regards to building maintenance issues and ensuring minimal disruptions to the office;

Line Mangement

• Day-to-day management responsibility of the Vancouver Office Services team and Reception desk;
• Oversee the mail and print room;
• Assist the Office Services department in completing scan/print projects including binders where needed;
• Oversee file closing processes.

Qualifications and Attributes:

• Previous Office Services and Management experience required;
• Strong written and verbal communication skills;
• Excellent attention to detail and organizational skills;
• Knowledge of general office procedures and MS Office applications;
• Professional and polished attitude communicating with others;
• Maintain a client-centered approach with the commitment to providing outstanding service;
• Ability to exercise sound judgment, discretion, and, confidentiality, and to adapt to changing demands;
• Ability to prioritize and multi-task while handling a high volume of work;
• Ability to lift and/or move file boxes, photocopy paper, supplies etc. (up to 40 lbs.);
• Ability to work independently and function effectively as part of a team.

The salary range for this position is $73,000 - $93,000 per annum, dependent on individual experience.

Our firm benefits include Extended Health benefit, Dental coverage, LTD, DI, wellbeing allowance, casual dress code, early finish ahead of statutory holidays and more.

Diversity, Equality and Inclusion:

Nurturing talent is very important to us. We are committed to equal opportunities in all areas of work and business. We want people to achieve their best, which will positively impact on our clients and communities in which we live and work. At Whitelaw Twining and DWF Group, we empower people to be themselves within an inclusive and supportive environment, enabling everyone to achieve their full potential in line with their abilities and career aspirations.

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