Office Services Assistant

McMillan LLP; Ottawa; On-site; CAD 32,000 - 34,000; Full time

Benefits offered by this job

Growth

Mentorship and Support

Training as Software Evolves

Fun Work Environment

Job summary

McMillan LLP in Ottawa is seeking an Office Services Assistant to join the National Business Centre & Facilities Team. The role covers photocopying, mail and couriers, scanning, faxing, inventory control, and supporting the reception and hospitality concierge services.

You will help maintain the office environment, setup meeting spaces, and coordinate repairs and events. Requirements include a minimum of 2 years in a professional office setting, strong customer service and communication skills,

Qualifications

• Minimum 2 years’ experience in a professional office environment.
• Strong customer service, communication and technology skills.
• Professional, calm and positive demeanor.
• Sound judgment, discretion and respect for client confidentiality.
• Able to work independently and collaboratively, and take direction well.

Responsibilities

• Sorting, digitizing, and archiving incoming mail and couriers.
• Processing outgoing mail and couriers using carrier platform.
• Sending and distributing incoming electronic faxes.
• Digital imaging and document handling.
• Printing, collating and binding documents; track monthly statistics.
• Process department invoices and maintain office supplies inventory.
• Set up furnishings and equipment for meetings and events; coordinate moves.
• Provide reception coverage and assist with Hospitality Concierge tasks.
• Support Audio Visual needs for meetings and coordinate virtual meetings (Teams/Webex/Zoom).
• Assist with office repairs/maintenance and respond to facilities requests.

Skills

Customer service

Communication

Technology skills

Tools

Microsoft Office 365

Job description

Your Next Opportunity

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity available in the Ottawa Business Centre Department. As an Office Services Assistant, and a member of the National Business Centre & Facilities Team, you are responsible to perform a variety of department functions/deliverables such as photocopying services, mail and courier, document scanning, electronic faxing, office supplies management and inventory. You will also support in maintaining the physical office environment; office moves, office and boardroom set ups, coordinating repairs and maintenance and other related services. In addition, you’ll provide Reception coverage, support the Hospitality Concierge Services team with event setups and perform Audio Visual support as needed. This role is open based on an existing vacancy.

Your Next Opportunity

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity available in the Ottawa Business Centre Department. As an Office Services Assistant, and a member of the National Business Centre & Facilities Team, you are responsible to perform a variety of department functions/deliverables such as photocopying services, mail and courier, document scanning, electronic faxing, office supplies management and inventory. You will also support in maintaining the physical office environment; office moves, office and boardroom set ups, coordinating repairs and maintenance and other related services. In addition, you’ll provide Reception coverage, support the Hospitality Concierge Services team with event setups and perform Audio Visual support as needed. This role is open based on an existing vacancy.

Please note that this role has a requirement to work onsite in the Ottawa office at all times. This role will provide support to firm members both onsite and remotely, but the successful candidate will always work from the Ottawa office.

What You’ll Do

• Sorting, digitizing, and archiving incoming mail and couriers
• Processing outgoing mail and couriers using carrier platform
• Sending and distributing incoming electronic faxes
• Digital imaging
• Printing, collating and binding documents
• Track monthly statistics
• Process department invoices
• Maintaining office supplies inventory, ordering, and stocking new inventory
• Ensure timely and accurate set up of furnishings and equipment within the meeting room/event spaces
• Support in maintaining the office environment; office moves and workspace setups for new hires and departures
• Coordinate furniture/equipment repairs and maintenance
• Responding to firm member’s request on facilities matters
• Monitor department equipment, troubleshoot minor issues and coordinate repairs
• Assist with Business Centre, Facilities and HCS projects
• Assist in performing Hospitality and Concierge tasks by reception coverage, assist with event set up, catering ordering, serving of food and beverages, kitchen maintenance and department statistics.
• Support Audio Visual needs by setting up and resetting equipment, ensuring smooth operation for meetings and events. You’ll also coordinate virtual meetings across platforms like Microsoft Teams, Webex and Zoom.
• Other administrative duties as required

What You Bring

• Minimum 2 years’ experience in a professional office environment
• Strong customer service, communication and technology skills
• Professional, calm and positive demeanor
• Sound judgment, discretion and respect for client confidentiality
• Able to work independently and collaboratively, and take direction well
• Strong computer skills and ability to learn specialized software
• Able to manage multiple priorities, take initiative and meet tight deadlines
• Flexible to occasionally work outside regular hours for meetings and events
• Proficient in Microsoft Office 365, including Word, Excel and Outlook
• Able to lift or move items up to 40 pounds

McMillan Offers You

• Growth
• Mentorship and Support
• Training as Software Evolves

Commensurate Compensation And Benefits Package

• Fun Work Environment
• Continuous Learning & Development
• Salary Range: $23- $25 per hour

McMillan = You

At the heart of our commitment to being a first-mover on important issues, McMillan believes that equity, diversity and inclusion are catalysts for success. By embracing our differences, we create an inclusive culture that enriches our collective knowledge, broadens our perspectives, and propels us forward. We are dedicated to fostering an environment where everyone feels empowered to bring their whole selves to work, knowing it is through our individual experiences that we can all come together to truly make a positive impact in our firm, for our clients, within our communities, and beyond.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

Let’s get started

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.888.662.4624 to submit your accommodation request.

McMillan LLP is committed to fostering a culture of inclusion and diversity. We respect and embrace the unique backgrounds, perspectives and experiences of individuals at all levels of the firm.

At McMillan, we embrace innovation and make strategic and thoughtful use of technology, including artificial intelligence (AI). However, our recruitment process remains deeply human-centric. We do not use AI to screen resumes or select candidates. Every application is carefully reviewed by a member of our recruitment team, and hiring decisions are made through collaborative evaluation and interviews.