Hospitality and Facilities Coordinator

General Partner for Carthos; Calgary; On-site; CAD 42,000 - 62,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP is seeking a Facilities & Hospitality Assistant to support Office Services and Hospitality departments. Reporting to the Senior Manager, Office Operations, you will handle boardroom setups, office moves, inventory management, vendor coordination, and emergency response duties.

Ideal candidates have a high school diploma and at least two years in facilities, office services, hospitality, or related fields, with strong customer service and organizational skills.

Qualifications

• High school diploma and at least two years of related experience.
• Experience within a professional services environment is an asset.

Responsibilities

• Coordinate boardroom setups and office moves to support a safe, functional environment.
• Maintain workplace information, signage, and office directories for consistency.
• Address deficiencies from inspection reports and coordinate required work.
• Install artwork, certificates and displays; update floor plans and layouts.
• Maintain inventory and order office supplies, equipment, and related items.
• Serve as liaison with firm members and vendors to minimize service disruptions.
• Coordinate access cards, security arrangements, and elevator/ loading-dock bookings.
• Support ISO compliance-related initiatives and fire warden duties.
• Provide administrative support to the Senior Manager, Office Operations.

Skills

Customer service

Time management

Verbal & written communication

Interpersonal skills

Attention to detail

Independent & team work

MS Office

Facilities knowledge

Physical strength

Discretion & confidentiality

Education

High school diploma

2+ years related experience

Job description

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 further your career or carve out a new path.

Reporting to the Senior Manager, Office Operations, the Facilities & Hospitality Assistant will execute a variety of administrative tasks in support of the Office Services and Hospitality Departments.

Major Responsibilities

Facilities & Office Services

• Coordinates essential workplace operations including boardroom set-ups, office and workstation moves, furniture and maintenance requests, visitor office bookings, and student rotations, to support a safe, functional, and professional office environment.
• Maintains accurate workplace information and a consistent professional environment by preparing documentation, signage, labels, and nameplates and updating office directories.
• Drives the timely resolution of deficiencies identified in inspection reports by scheduling and coordinating required work and keeping the Senior Manager, Office Operations informed of progress.
• Coordinates and executes the installation of artwork, certificates, and other workplace displays to maintain firm standards and a professional office environment.
• Uses Visio to create and regularly update office floor plans, supporting accurate space planning and occupancy management.
• Safeguards operational readiness by maintaining inventory and ordering office supplies, workplace equipment, operational materials, chemicals, paper products, and related items.
• Serves as a key liaison with firm members and vendors, coordinating request status, timing, costs, pickup schedules, shipments, and repairs and resolving issues to minimize service disruptions.
• Coordinates secure vendor and trade access by arranging freight-elevator and loading-dock bookings, escorting vendors when required, coordinating security-guard coverage within firm space, and maintaining accurate booking details.
• Creates new and replacement access cards and submits requests to Brookfield for elevator and after-hours access.
• Advances departmental ISO compliance by supporting related initiatives and helping ensure required procedures are followed, including key and access-card logging and file-cabinet assignments and updates.
• Serves as a trained Fire Warden, guiding firm members during drills and emergency evacuations and preparing incident reports as required.
• Provides administrative and operational support to the Senior Manager, Office Operations.

Hospitality

• Maintains the day-to-day readiness and functionality of kitchens, boardrooms, meeting spaces, hospitality stations, client areas and internal lunchroom.
• Monitors and helps maintain equipment such as refrigerators and filters, Hobart dishwashers, coffee machines, water dispensers, beer-tap, identifying issues and coordinating service or repairs as required.
• Coordinates hospitality vendor visits by communicating service requirements, arranging access, escorting service providers within firm space, and following up to ensure work is completed.
• Maintains inventory levels and coordinates replenishment of firm snacks, beer kegs, replacement filters, bathroom paper products and service items.
• Provides backup support as operational needs require, including reception coverage, kitchen cleaning and restocking, boardroom set-ups, and responding to meeting room and service requests.

Position Requirements

Education and Experience

High school diploma and a minimum of two years of experience in facilities, office services, hospitality, workplace services, customer service, or a related field. Experience within a professional services environment is considered an asset. An equivalent combination of education, training, and experience may be accepted.

Knowledge and Skills

Exceptional customer service orientation with a professional and approachable manner

Strong organizational and time-management skills

Excellent verbal and written communication skills

Strong interpersonal and problem-solving skills

High attention to detail and commitment to workplace standards

Ability to work independently and as part of a team

Intermediate proficiency with Microsoft Office applications

Basic facilities and building systems knowledge considered an asset

Ability to frequently lift up to 30 lbs and occasionally lift up to 70 lbs

Ability to maintain confidentiality and exercise discretion

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.