Office Services Assistant

Whitelaw Twining; Vancouver; On-site; CAD 42,000 - 45,000; Full time

Job summary

Whitelaw Twining, a leading litigation law firm, is looking for an Office Services Assistant in Vancouver. This role involves administrative tasks, reception coverage, and organization within a supportive team environment. The ideal candidate will possess strong communication skills and attention to detail. Competitive salary and benefits are offered to help foster professional development and personal growth.

Benefits

Wellness allowance for fitness expenses

Annual education/tuition allowance

Flexible health and dental coverage

Long-term disability insurance

Casual dress code

Qualifications

• Up to 1 year of administrative experience is an asset.
• Strong written and verbal communication skills required.
• Ability to lift and move supplies up to 50 lbs.

Responsibilities

• Close files and prepare for off-site storage.
• Provide reception coverage during breaks and vacations.
• Maintain tidiness of reception areas and meeting rooms.

Skills

Communication

Attention to Detail

Multi-tasking

Tools

MS Office

Job description

Why join us?

Whitelaw Twining, part of the DWF Group, is a successful litigation law firm with offices in Calgary, Vancouver and Toronto. Our firm is an industry leader in the fields of insurance and commercial litigation. As part of its aim to meet client needs in a global market, and with an eye to growth, the firm recently joined the DWF Group. DWF is a provider of integrated legal and business services with approximately 4,000 employees with offices and associations located across the globe. DWF offers clients solutions that combine traditional law firm services with new, modern legal and business services relevant to today's companies and the challenges and opportunities they face.

Our firm has national and global presence and clients, but we strive to maintain the positive aspects of a small firm environment. We believe that our team works best in a collegial atmosphere in which all team members are empowered to build their careers, mentored and supported in their practice and encouraged to make a positive contribution to the firm and the community. Whitelaw Twining is extremely proud of its work environment, and its professional development and mentorship programs. We support our professionals as they grow their careers in their areas of interest.

Responsibilities

• Close files and prepare for off-site storage; retrieve closed files upon request.
• Provide reception coverage during breaks, lunches, absences, and vacations.
• Assist with coordinating vendors for office equipment maintenance (excluding copiers).
• Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail.
• Handle large copy, scan, and print jobs.
• Assist with new hire workstation/office setup, including printing name plates and updating floor plans.
• Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site.
• Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls.
• Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies.
• Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies.
• Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free.
• Ensure fresh fruit and bistro beverage fridge are well-stocked; monitor and reorder as needed.
• Manage inventory and maintenance of office supplies.
• Handle bank deposits.
• Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors.
• Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
• Assist with setup and cleanup for meetings and in-house professional development seminars.
• Be available to work overtime occasionally.
• Assist with other projects as assigned.

What will help you succeed in this role?

The salary range for this position is $42,000-$45,000 per annum, dependent on years/relevance of individual experience.

We are currently seeking anOffice Services Assistant to join our Vancouver team. This position is ideal for a team player with a strong work ethic, attention to detail, and a proactive approach. The ideal candidate will have

the ability to multi-task, and excellent communication.

• Up to 1 year of administrative and customer service experience is an asset.
• Strong written and verbal communication skills.
• Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads.
• Excellent attention to detail and organizational skills.
• Knowledge of general office procedures.
• Professional and polished attitude when communicating with others.
• Ability to prioritize and multi-task while handling a high volume of work.
• Ability to lift and/or move file boxes, photocopy paper, supplies, etc. (up to 50 lbs).
• Ability to work independently and function effectively as part of a team.
• Legal office experience is an asset.
• Must be able to work a flexible work schedule between the hours of 7:45 am to 5 pm, and overtime as needed.

What we offer

Benefits & Perks We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth.

Our benefits include

• a wellness allowance for fitness expenses;

• an annual education/tuition allowance;

• flexible health and dental coverage;

• long term disability insurance;

• personal days to help balance outside commitments;

• employee assistance program;

• monetary incentive for employee referrals;

• casual day every Friday

Our firm benefits include Extended Health benefit, Dental coverage, LTD, DI, wellbeing allowance, casual dress code, early finish ahead of statutory holidays and more.

About us

Whitelaw Twining is part of a global legal and business services firm DWF, with over 4,000 employees worldwide. In Canada we have offices in Toronto, Vancouver, Calgary and Victoria. We focus on insurance, commercial litigation, construction, bodily injury, and alternative dispute resolution.

Despite our global reach, we maintain a close-knit, supportive work environment. We are committed to mentoring and professional development, empowering our team members to grow their careers and contribute positively to both the firm and the community.