Job Description

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The Team

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Norton Rose Fulbright Canada LLP is currently seeking an Office Services and Facilities Coordinator to work in our Ottawa office from Monday to Friday between the hours of 8:00 a.m. - 4:00 p.m. The successful candidate will report to the Office Manager. Candidates must be versatile, capable of performing a variety of tasks and willing to be flexible with their hours. This position will appeal to a professional who enjoys working in tandem with others while striving to understand, and anticipate, internal stakeholder needs to exceed expectations.

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You will be focusing on:

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Assisting the Office Manager with all aspects of maintaining the facilities

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Serving as office point-of-contact for building directed maintenance and workplace related requests and ensuring maintenance and repair is carried out

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Ensuring the facilities adhere to proper safety standards and cleaning procedures

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Tracking and reviewing service level contracts

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Coordinating the workflow for the business centre, including scheduling breaks and coverage for reception complex as necessary (sick days/vacation)

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Responsible for the Quality Control of the documents produced by the business centre as well as ensuring on-time completion of all requests

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Addressing immediate "customer" concerns, questions and needs in order to provide an optimal experience. This includes handling internal stakeholder queries as well as external client needs; interfacing with client contacts when and where needed

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Reconciling invoices, assisting with the preparation of the annual Office Services budget, as well as, monitoring the budget throughout the year

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Assisting with purchase orders and reporting at a national level

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Performing general office services tasks including copying, mail handling, courier processing, banking, reception and catering back-up coverage, AV setup, maintaining office access cards, minor repairs, and moving furniture

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Ensuring team members are appropriately cross trained

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Monitoring inventory of office supplies and ensuring adequate inventory with attention to cost savings

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Ensuring that all production equipment and multi-function devices are working at optimal performance and serviced/stocked as necessary

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Coordinating off-site storage and records management

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Assisting with the execution of internal events

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Serving as a member of the Joint Health & Safety Committee and as an Emergency Evacuation Warden

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Providing superb client service to all lawyers, legal assistants and business services employees

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Embody a strong customer service ethic within the local office and national team

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Able to think strategically and work tactically as required

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What you bring to the role:

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5+ years of similar experience (Law Firm or Professional Services firm is an asset)

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Experience managing or leading a team

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Level 2 First Aid Certification (or willing to attend Level 2 First Aid Training)

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Ability to lift 50 pounds

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Excellent client-service skills. Well-honed verbal and written communication and interpersonal skills necessary to interact with individuals throughout all levels of the firm

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Proficient in Microsoft Office products such as Word, Excel and Outlook

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Manages conflicting demands, diffuses issues and influences colleagues toward effective solutions

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Organized, effectively manages multiple priorities. Strong analytical and problem-solving skills

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Highly motivated with the ability to work well under pressure

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Ability to work Monday to Friday from 8:00 am to 4:00 pm with flexibility to work overtime

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Bilingualism is an asset

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Why join our team:

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Retirement savings plan with employer contribution

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Benefit premiums paid by the firm

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Telemedicine services

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Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships!

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Training and development programs based on your interests and needs

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

As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, 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 Diversity, equity and inclusion | Canada | Global law firm | Norton Rose Fulbright .


If you require any reasonable adjustments during the recruiting process, please inform us in the recruitment application. We will contact you to further discuss your need.


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 us to discuss further.

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