Overview
Office Services Assistant Jobs in Toronto, Ontario, Canada at Osler, Hoskin & Harcourt LLP
Title: Office Services Assistant
Company: Osler, Hoskin & Harcourt LLP
Location: Toronto, Ontario, Canada
Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.
Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.
Reporting to the Senior Manager, Office Services and Facilities, the successful candidate will be accountable to execute a variety of tasks in support of the Office Services Department.
Major Responsibilities
Prepares office allocations for Student rotations based on pre-determined student assignments; obtains approvals from the Supervisor’s and/or Sr. Manager and Student Programs. Prepares on MAC spreadsheet and issues to distribution list
Works with Supervisor’s, Office Services to organize and prepare paper work (MAC spreadsheet) for internal office moves of staff, new arrivals and departures. Distributes finalize details of the MAC spreadsheet to distribution list
Books visitor offices and issues paperwork to MAC distribution list
Prepares Move Guide and labels for individuals moving as well as creates name plates and mailbox labels for the Toronto Office
Works with the Office Services Team to ensure moves are executed smoothly and items moving have been tagged and signage for moves created and posted
Ensures office/workstation are tidy, new office signage is in place and that post move deficiencies have been reported to the Supervisor’s, Office Services for scheduling
Updates Directory and updates floor plans in Visio post MAC to reflect office/workstation changes
Participates in space inspections as well as pre/post move inspections. Prepares inspection reports and follow’s up to ensure items noted have been rectified
Invoices: reviews and checks vendor invoices for accuracy, Matches with back up documentation, codes for payment and forwards to Sr. Manager for approval
Responsible for maintaining back up that relates to work completed and eventually invoiced
Complies and Submits Recoveries to Accounting– Purchasing (Exports recovery spreadsheet from Toronto e-purchasing 2x’s per month), Osler Store and Distribution (Pitney Bowes mail and Courier disbursements)
Completes unknown mail searches and Registered Mail Tracking
Maintains Purchasing and Osler Store inventory/stock levels. Obtains quotes when needed for approval. Places order once approved
Maintains e-purchasing site to update status of orders, places orders with Office Services Suppliers for standard Purchasing requests and communicates with individuals any details of their order
Assists with planning of department functions i.e. boardroom bookings, department celebrations etc
Boardroom Bookings Operational Meeting – prepares weekly status spreadsheet for the Sr. Manager and the Supervisors, Office Services
Arranges for the scanning of all hardcopy Courier Logs, Manifests, inspection logs etc. with Printing. Saves files in MCDM once scanned
Compiles Office Services related stats and submits to the Offices Services, Sr. Manager.
Assists in Office Services (i.e. processing couriers, front window dut…
