Manager, Operations & Facilities

Osler, Hoskin & Harcourt LLP; Vancouver; On-site; CAD 75,000 - 90,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP in Vancouver is seeking an Operations/Facilities Manager to supervise the Mailroom, Office Services, Facilities and IT operations. You will maintain a safe, professional office while supporting business continuity and efficient processes.

The role requires a post-secondary diploma and 5+ years in office services with supervisory experience. Strong MS Office skills and a proactive, detail-oriented mindset are essential.

Qualifications

• Self-motivated and proactive professional who takes initiative and works well independently.
• Excellent organizational abilities with strong attention to detail and accuracy.
• Strong time management and prioritization skills in a fast-paced environment.

Responsibilities

• Lead and oversee day-to-day operations of Mailroom, Office Services, Facilities and Information Services to provide high-quality support to lawyers, staff, clients and visitors.
• Manage, coach, and develop team members, including recruitment, onboarding, training, performance management, and scheduling.
• Oversee mailroom, courier, office services, purchasing, premises-related requests, general service inquiries, and related operational support.
• Manage facilities matters including vendor coordination, landlord liaison, access cards, repairs and moves, equipment maintenance and shredding.
• Support operational planning and financial administration: invoice review, budget prep, variance reporting, and credit card reconciliations.
• Chair and manage the Joint Health & Safety Committee, promoting safe work practices and compliance.
• Identify opportunities to improve service delivery, streamline processes and reduce turnaround times.

Skills

Self-motivated

Organizational skills

Time management

Interpersonal skills

Communication

Active listening

Education

Post-secondary diploma

Tools

MS Office

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 1,400 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 field. 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. We care about our staff, and the working environment here proves it.

Our Vancouver office is seeking an Operations/Facilities Manager to join our fast-growing team. This role is responsible for overseeing the day-to-day operations of the Mailroom, Office Services, Facilities and IT functions. The Operations/Facilities Manager plays a key role in maintaining, a safe, functional and professional office environment while supporting business continuity and ensuring operational process are delivered efficiently and consistently.

Major Responsibilities

• Lead and oversee the day-to-day operations of the Mailroom, Office Services, Facilities and Information Services functions, ensuring responsive, efficient, and high-quality support to lawyers, staff, clients, and visitors.
• Manage, coach, and develop team members, including recruitment, onboarding, training, performance management, work allocation, attendance, overtime, vacation scheduling, and annual performance review input.
• Oversee mailroom, courier, office services, purchasing, premises-related requests, general service inquiries, emergency calls, and other operational support activities, ensuring requests are prioritized and resolved effectively.
• Manage facilities-related matters, including vendor coordination, landlord liaison, access cards, repairs and maintenance, office moves, equipment maintenance, confidential shredding, cleaning, and other workplace service requirements.
• Support operational planning and financial administration, including invoice review and approval processes, budget preparation, quarterly variance reporting, corporate credit card reconciliations, and related documentation.
• Chair and manage the Joint Health & Safety Committee, including scheduling meetings, circulating minutes, participating in inspections, promoting safe work practices, and helping ensure compliance with WorkSafeBC requirements, firm policies, and applicable employment and human rights obligations.
• Identify opportunities to improve service delivery, streamline processes, reduce turnaround times, strengthen departmental standards, and enhance the overall workplace experience.
• Provide operational backup support to the Director, Talent & Operations and the Hospitality and Events Supervisor, and other teams as needed, and perform related duties or special projects as required.

Education and Experience

Post-secondary diploma plus five years’ experience working in an office services environment and formal supervisory skills training. An equivalent combination of education, training, and experience may be acceptable.

Knowledge and Skills

• Self-motivated and proactive professional who takes initiative, works effectively independently, and collaborates successfully within team environments.
• Exceptional organizational abilities with strong attention to detail and a commitment to accuracy.
• Strong time management and prioritization skills, with the ability to manage multiple competing priorities in a fast-paced environment.
• Excellent interpersonal, communication, and active listening skills, enabling the development of strong relationships with a wide range of stakeholders
• Strong knowledge of MS Office, including Microsoft Word, Excel, and Outlook.
• General knowledge of mailroom services, including the shipping/courier industry, postage, registered mail, specialty couriers, etc.
• General knowledge of building operational procedures and systems, including security and HVAC systems.
• Supervisory skills with the ability to lead a team.

Compensation

The typical hiring salary range for this position is $75,000 to $90,000 annually. The base pay offered may vary depending on job-related knowledge, skills, experience and internal and market equity.

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.

Please note that we use artificial intelligence to screen, assess or select applicants for this role.