Facilities and Mail Coordinator

Cassels Brock & Blackwell LLP; Calgary; On-site; CAD 52,000 - 70,000; Full time

Benefits offered by this job

Competitive compensation

Extended Health & Dental Care

RRSP Matching Program

Fitness Reimbursement

Diversity & Inclusion culture

Wellness program

Stocked kitchen

Business casual dress

Employee referral bonus

Job summary

Cassels Brock & Blackwell LLP in Calgary seeks a Facilities and Mail Coordinator to join our Facilities, Business & Client Services team. You will manage day-to-day mail operations, courier processing, invoice handling, and safety coordination.

The role requires 5+ years in office services, strong communication, MS Office proficiency, and CPR/First Aid certification; you will contribute to service standards and collaborate across departments, supporting mail, facilities and reception duties as

Qualifications

• Strong communication and customer service skills are required.
• Excellent organizational skills and ability to work with minimal supervision.
• First Aid and CPR certification is required.
• Proficiency with Microsoft Office applications is essential.

Responsibilities

• Handle daily mail operations including pickup, processing, and distribution for inter-office, postal, and courier mail.
• Process and track invoices via Chrome River and manage facilities supplies and equipment.
• Coordinate courier services, track deliveries, and resolve delivery issues with providers.
• Maintain mailroom records, e-deliver faxes, and support Records Management and back-up Reception as needed.
• Participate in Health & Safety activities and be a key contact for emergencies.

Skills

Microsoft Office

Communication

Customer service

Organization

First Aid CPR

Tools

Chrome River

Job description

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Culture:

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Role Overview:

Our Calgary office is currently seeking a Facilities and Mail Coordinator to join our Facilities, Business & Client Services department, reporting to the Manager, Facilities, Business & Client Services. The Facilities and Mail Coordinator is responsible for performing day-to-day facilities responsibilities and mail and courier processing activities, to ensure service standards are consistently met or exceeded and that all activities are in compliance with established policies and procedures.

The successful candidate will be responsible for:

Mail

• Monitoring and tracking Mail mailbox.
• Performing daily pick-up, processing and distribution of inter-office, postal and courier mail.
• Processing all mail, adhering to department guidelines and controls (logging and tracking).
• Processing all outgoing courier requests, determining appropriate service level, provider or method.
• Troubleshooting delivery services issues with both courier service providers, colleagues and clients.
• Processing all incoming courier packages using tracking software.
• Coordinating delivery or shipping of large orders.
• Tracking all courier deliveries using portable tracking software, including receipt confirmation via e-signatures.
• Processing all incoming and outgoing Registered Mail items.
• Receiving and e-delivering all incoming faxes.
• Receiving all process server documents in accordance with internal protocols.
• Assisting other departments with large mailings.
• Prepping and packaging outgoing mail and couriers to meet established timelines.
• Handling escalations and special requests.
• Reporting metrics to Manager as directed.
• Cross-training with Reception and Facilities and Client Coordinator for the ability to back up during absences, vacations, high volume requests.
• Photocopying and scanning requests as required.
• The daily maintenance of Mailroom Service Now requests ensuring tickets are closed.
• Working with Records Management to assist with shipping files offsite.

Facilities

• Invoice processing - Entering invoices through Chrome River for approval and payment.
• Managing and stocking emergency/first aid supplies, ensure equipment is in working condition.
• Stocking and managing printers and copiers and supplies room

Safety and Security

• Acting as a key member of Health and Safety Committee.
• First Aid and CPR certified.
• Acting as a Key contact for Emergency Response Team.

The successful candidate must have the following education, experience and/or demonstrated skills:

• 5+ years of related office services experience with exposure or background in mail services
• Knowledge of general administrative policies/procedures
• Knowledge of general facilities routines as described
• Excellent communication, customer service and organizational skills
• High integrity and discretion to ensure confidentiality of sensitive information
• Working knowledge of Microsoft Office applications
• Ability to work with minimal level supervision
• First Aid and CPR certified

Employment Type: Permanent, Full-Time

What we offer:

• Competitive compensation + Extended Health & Dental Care.
• RRSP Matching Program.
• Fitness Reimbursement Program.
• Diversity and Inclusion Centric Culture.
• A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
• A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
• A business casual dress code (client/day specific).
• Employee referral bonus.

Cassels is an equal opportunity employer committed to fostering a workplace where people of all identities and lived experiences feel valued, respected, and supported. We are dedicated to removing barriers and ensuring equitable access to employment. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, 2SLGBTQIA+ communities, and individuals with intersectional identities. All qualified candidates are welcome to apply. Accommodations for disabilities, accessibility needs, or cultural practices are available throughout the recruitment process upon request. Please contact our recruiter with any questions or accommodation needs.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purposes.