Office Services Coordinator

We are a high-performance law firm specializing in insurance-related litigation across Canada. We are recognized as one of the top insurance defence firms in Canada and have offices across the country.

 We are dedicated to fostering diversity, equity, and inclusion within our workplace, ensuring that every partner, employee, and client feels valued and respected. Our focus is on attracting, retaining, and promoting talent that reflects the diversity of the communities we serve, particularly individuals who have been historically underrepresented in the legal profession.

 Our firm continues to grow, so we are currently searching for an Office Services Coordinator to join our Vancouver office. 

Reporting to senior management, you will be responsible for the day-to-day operations of reception and office services along with additional projects.  

About you:

You are a proactive leader and quintessential team player who understands what it takes to provide exceptional client service to both internal and external stakeholders. Your Can-do personality allows you to easily handle challenging work and a busy environment without breaking a sweat or increased stress.  You bring ownership and initiative to your role that creates positive results, delivered to the highest standards.

The ideal candidate will have:

• Exceptional administrative skills with a high attention to detail
• Strong communication skills both written and verbal
• Strong organizational, time management and multi-tasking skills
• Ability to prioritize in a high-volume, fast-paced environment
• Aptitude to maintain strict confidentiality, discretion and professionalism
• The capability to be an energetic self-starter who initiates and anticipates needs
• A passion for providing superior customer service to both internal and external stakeholders
• The ability to creatively solve problems, make decisions, facilitate and manage deadlines
• Aptitude to work under pressure with a calm demeanor
• The capability to work both independently and within a team
• The ability to present yourself in a professional manner
• The ability to work either 8 am to 4 pm or 8:30 am to 4:30 pm, Monday to Friday, 35 hours per week in the office (this is not a hybrid role)

Responsibilities will include (but are not limited to):

• Be the face of the firm greeting clients, visitors, vendors and internal stakeholders alike
• Answering and directing phone calls
• Processing and posting daily mail, including registered mail
• Distributing electronic faxes
• Coordinating couriers
• Coordinating vendors, building maintenance and representatives
• Processing copying, scanning, printing and binding requests
• Managing and ordering office and kitchen supplies
• Managing security cards
• Preparing work stations for new hires
• Assist with onboarding and orientation of new hires
• Scheduling and booking boardroom meetings
• Ordering catering and providing hosting assistance for client meetings and team events
• Maintain the tidiness of the kitchen and reception area
• Closing files and preparing them for storage
• Library and publication updates
• Assist the Legal Assistants and Paralegals with court filings, process serving, court services and corporate searches
• Provide administrative assistance to the Partners when needed
• Assisting with marketing projects and presentations and newsletter distributions
• Post changes on the Intranet and website
• Member of the Health, Fire and Safety Committee
• Possible member of the Social Committee
• Assisting with other projects as assigned

Qualifications:

• 2-6 years experience working in a fast-paced law firm, hospitality and/or customer service environment
• 2-4 years experience working in an administrative or similar role
• Advanced proficiency in Microsoft Office including PowerPoint and Excel

We offer a competitive compensation and benefits package, which includes:

• Firm paid extended health, dental, AD&D benefits
• Life & Disability insurance
• Paid sick and personal days
• Employee Assistance Program
• RRSP matching program

The firm also offers:

• Professional Development & Continuing Education
• Firm mentoring programs
• A work life balance
• The opportunity to grow your career
• Firm Social events
• Employment service awards
• A flexible schedule         
• A hybrid work environment

To join our team, please send your cover letter and resume to:

hr@provectusnetworks.com 

We thank all applicants for their interest in our firm, however, only those persons selected for an interview will be contacted.