Office Services Assistant

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

Job summary

McMillan LLP in Ottawa is seeking an Office Services Assistant to support daily operations within the Ottawa Business Centre. You will handle mail, archiving, document processing, AV setup, and event support, contributing to a smooth office environment.

The role requires on-site work in Ottawa, with potential remote support for firm members. Candidates should bring at least 2 years of office experience, strong communication skills, proficiency in Microsoft Office 365, and the ability to lift up

Qualifications

• Minimum 2 years of experience in a professional office environment.
• Strong customer service, communication and technology skills.
• Professional, calm and positive demeanor.
• Discretion and respect for client confidentiality.
• Ability to work independently and collaboratively, and take direction well.
• Strong computer skills and ability to learn specialized software.
• Able to manage multiple priorities and meet tight deadlines.
• Flexibility 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.

Responsibilities

• Support day-to-day operations of the Business Centre and Facilities team.
• Provide reception coverage and hospitality concierge support for events.
• Coordinate office moves, furniture and equipment setups for meetings/rooms.
• Process incoming/outgoing mail and couriers, scanning, and digital imaging.
• Assist with AV setup and virtual meetings across Teams, Webex, and Zoom.
• Manage office supplies inventory and ordering, ensuring stock levels.
• Coordinate repairs and maintenance for furnishings and equipment.
• Support in coordinating catering, event logistics and department statistics.
• Respond to facilities requests from firm members and coordinate related tasks.
• Assist with various projects across Business Centre, Facilities and HCS teams.

Skills

Customer service

Communication

Technology skills

MS Office 365

Confidentiality

Independence

Teamwork

Physical lifting

Job description

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

The role is to support the day-to-day operations and to provide a diverse range of services, which include but are not limited to the following:

• 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
• 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

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation and Benefits Package

Salary Range: $23- $25 per hour

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.

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.