The posting
We are looking for a Manager, Office Services & Facilities to join the team in our Toronto Office! Working as a key member of the Firm’s national team, the Manager, Office Services & Facilities is responsible for managing the day-to-day operations of the Office Services team in the assigned office and ensuring the delivery service excellence. The team includes the following functions: mail / courier delivery, copying / scanning / printing / binding services, office supplies and equipment, reception, hospitality (catering / boardrooms) and records management. This position is also responsible for local facilities management and works with the building landlord / management, trades people and other contractors and consultants to ensure the smooth operation of the office facilities and related services.
The position requires a confident self-starter with the desire to promote a client-first focused culture. Proven ability to effectively lead a team of 20+ employees. Client focused and Demonstrates initiative, a “can do” attitude with strong people management, verbal and written communication and organizational skills. JHSC certified. Experience managing health and safety program and procedures. Being a contributing team player is essential along with work hours flexibility including on-call and after-hours work as required.
Key Responsibilities:
Leadership
Possesses strong people leadership capabilities with a proven ability to lead, develop, and motivate diverse Office Services and Facilities teams. Creates an inclusive and engaged work environment by providing ongoing coaching, recognizing contributions, and addressing performance concerns promptly and constructively. Builds trust with stakeholders at all levels, manages competing priorities effectively, and ensures teams remain focused on delivering exceptional service while supporting organizational goals.
Vendor Management
Managing and coordinating the local purchase of all office supplies, furniture and equipment including through the Firm’s national supply vendors as appropriate; making recommendations for improvement and/or changes to the Senior Manager, Office Services & Facilities. Liaising with local vendors and suppliers; sourcing new suppliers as required.
Facilities Management
Managing and coordinating general office and furniture maintenance (including both leased and owned equipment), repair of furniture, equipment servicing, and acting as the day-to-day liaison with building management. Overseeing and managing premises coordination (e.g. office moves, new joiners) along with new furniture installs; liaising with IT and People & Culture as required. Maintaining the Hoteling/Bookable spaces with proper equipment setup and cleanliness standards. Processing invoices for all supplies and equipment purchased and seeking approval when required from the Senior Manager, Office Services & Facilities. Assisting the Senior Manager, Office Services & Facilities in the preparation and maintenance of the annual local office budget and reporting monthly on expenses. Responsible for monthly expenses reconciliations. Overseeing the office business continuity plan, safety compliance and emergency evacuation program and related training. Managing security access card system; ensure documentation is current and accurate; liaise with building management security team. Coordinating Office Services team schedules to ensure coverage.
Other
Personally handling overflow work as required within the department during team absences and busy periods.
What You'll Bring:
University bachelor’s degree and/or community college diploma with min 7 years’ working experience and at least 5 years’ people management/supervisory experience. Previous office management/facilities experience, preferably gained in a law firm or professional services environment. JHSC Certified with proven ability to effectively manage health and safety program and procedures and lead emergency response teams. Collaborative leadership style with a focus on delivering service excellence. Strong MS Office skills in Word, Excel, PowerPoint and Outlook. Professional deportment to represent the firm to internal and external clients. Adept at managing sensitive employee relations matters. Excellent organization and planning skills and experience. Adept at analyzing and synthesizing data for use determining effectiveness of services, suppliers and creating reports and recommendations to Firm leadership. Innovative problem solving and strong critical thinking abilities. Excellent written and verbal communication skills, including engaging presentation skills. Strong project and change management skills with the ability to create, execute, monitor and communicate on priorities and budgets. Proven ability to build and manage positive professional relationships both internally and externally.
