Office Services Assistant

at  Whitelaw Twining

Why join us?:
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.
This role is ideal for an ambitious professional with 1-2 years of administrative and customer service experience. The successful incumbent will excel in building positive working relationships, have a keen eye for detail, and demonstrate a professional demeanour with excellent client service skills.

Responsibilities:

• Close files and prepare for off-site storage; retrieve closed files upon request.
• Provide reception coverage during breaks, lunches, absences, and vacations.
• Assist with coordinating vendors for office equipment maintenance (excluding copiers).
• Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail.
• Handle large copy, scan, and print jobs.
• Assist with new hire workstation/office setup, including printing name plates and updating floor plans.
• Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site.
• Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls.
• Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies.
• Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies.
• Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free.
• Ensure fresh fruit and bistro beverage fridge are well-stocked; monitor and reorder as needed.
• Manage inventory and maintenance of office supplies.
• Handle bank deposits.
• Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors.
• Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
• Assist with setup and clean-up for meetings and in-house professional development seminars.
• Be available to work overtime occasionally.
• Assist with other projects as assigned.

What will help you succeed in this role?:

• Up to 1 year of administrative and customer service experience is an asset.
• Strong written and verbal communication skills.
• Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads.
• Excellent attention to detail and organizational skills.
• Knowledge of general office procedures.
• Professional and polished attitude when communicating with others.
• 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 50 lbs).
• Ability to work independently and function effectively as part of a team.
• Legal office experience is an asset.
• Must be able to work a flexible work schedule between the hours of 7:45 am to 5 pm, and overtime as needed.

What we offer:
The salary range for this position is $42,000-$45,000 CAD
Our firm benefits include Extended Health benefits, Dental coverage, LTD, DI, casual dress code, wellbeing allowance, early finish ahead of statutory holidays, and more.
About us:
Whitelaw Twining is part of a global legal and business services firm DWF, with over 4,000 employees worldwide. In Canada we have offices in Toronto, Vancouver, Calgary and Victoria. We focus on insurance, commercial litigation, construction, bodily injury, and alternative dispute resolution.
Despite our global reach, we maintain a close-knit, supportive work environment. We are committed to mentoring and professional development, empowering our team members to grow their careers and contribute positively to both the firm and the community.

Responsibilities:

• Close files and prepare for off-site storage; retrieve closed files upon request.
• Provide reception coverage during breaks, lunches, absences, and vacations.
• Assist with coordinating vendors for office equipment maintenance (excluding copiers).
• Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail.
• Handle large copy, scan, and print jobs.
• Assist with new hire workstation/office setup, including printing name plates and updating floor plans.
• Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site.
• Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls.
• Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies.
• Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies.
• Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free.
• Ensure fresh fruit and bistro beverage fridge are well-stocked; monitor and reorder as needed.
• Manage inventory and maintenance of office supplies.
• Handle bank deposits.
• Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors.
• Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
• Assist with setup and clean-up for meetings and in-house professional development seminars.
• Be available to work overtime occasionally.
• Assist with other projects as assigned

What will help you succeed in this role?:

• Up to 1 year of administrative and customer service experience is an asset.
• Strong written and verbal communication skills.
• Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads.
• Excellent attention to detail and organizational skills.
• Knowledge of general office procedures.
• Professional and polished attitude when communicating with others.
• 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 50 lbs).
• Ability to work independently and function effectively as part of a team.
• Legal office experience is an asset.
• Must be able to work a flexible work schedule between the hours of 7:45 am to 5 pm, and overtime as needed