Office Services Clerk and Administrative Assistant

Legal operations; Victoria; On-site; CAD 52,000 - 78,000; Full time

Job summary

A leading professional services firm is looking for an Office Services Clerk and Administrative Assistant in Victoria. The role involves providing administrative and facility support to clients with a strong emphasis on customer service. Ideal candidates should possess excellent organizational skills and proficiency in Microsoft Office. The position requires in-office presence four to five days per week, ensuring a dynamic and engaging work environment.

Benefits

Comprehensive medical and dental coverage

Mental health benefits

Generous time off policies

Qualifications

• Exceptional customer service experience is crucial.
• Proficiency in Microsoft Office tools is essential.
• Ability to maintain professionalism under pressure.

Responsibilities

• Greet and assist visitors in a professional manner.
• Prepare and manage documents and presentations.
• Coordinate meeting room bookings and logistics.

Skills

Multi-line Phone Systems

Customer Service

Microsoft Word

Data Entry

Education

Post-secondary education or equivalent experience

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

At EY were all in to shape your future with confidence.

Well help you succeed in a globally connected powerhouse of diverse teams and take your career wherever you want it to go.

Join EY and help to build a better working world.

The opportunity

You’ll join our Enterprise Support Services (ESS) team helping to support the important business enablement functions that keep our organization running strong. You will work across teams to provide the knowledge resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY's growth and profitability.

The hybrid role of Office Services Clerk and Administrative Assistant provides both administrative and facilities support to internal and external clients while working in tandem with your ESS colleagues. You are a driven administrative professional who is solution-oriented while striving to understand and anticipate customers' needs to exceed expectations. This role requires in-person presence four to five days per week.

Your key responsibilities

Office Services

• Greeting visitors: Receive and welcome visitors to the office in a professional courteous manner
• Answer queries, direct calls and monitor shared mailbox
• Facility maintenance: Coordinating office maintenance including small appliance office and furniture repairs.
• Equipment management: Understand and operate office equipment.
• Maintain security badges: Track all visitor and temporary building and/or office security badges.
• Meeting preparation: Room setup including catering, dismantle/clean up
• Mail / courier: Sorting, distributing documents and packages as well as preparing documents and packages for delivery
• Supply provisioning and inventory control: Ordering, maintaining and distributing office supplies.
• Occupational Health and Safety: Member of the OH&S committee and Crisis Response Team
• Maintain common spaces: Tidy kitchen including wiping down counters, emptying dishwasher, etc.

Administrative Assistant

• Engagement support: In-depth knowledge to support the client engagement management process.
• Financial management support: Pivotal role with the engagement teams to provide reports and manage the billing process.
• Document preparation and management: Use EY branding standards to create and format documents/presentations.
• Travel arrangements: Provide travel options, book air and ground travel using our online system as well as associated logistics.
• Meeting and events: Coordinate meeting room bookings including technology set‑up / tear down and catering where required.

Skills and attributes for success

• Committed to contributing to a strong team culture to ensure success.
• Ability to effectively meet customer needs, taking responsibility for customer satisfaction.
• Ability to maintain effectiveness and professionalism when experiencing change in work tasks and/or the work environment.
• Ability to work in a fast‑paced team environment and under pressure of deadlines.
• Excellent written and verbal communication skills, including active listening.
• Effective time management and organizational skills.
• Develop and maintain relationships to efficiently leverage expertise.
• Sound judgement regarding confidential and sensitive matters.
• Proven ability to meet multiple and/or unexpected deadlines in a demanding environment.
• Embraces change, is adaptable, motivated and driven to continuously improve by learning new skills.

Ideally you’ll also have

• Reception experience
• Professional services firm experience

What we look for

• Post secondary education and/or equivalent relevant experience.
• Exceptional customer service experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint) with proven ability to learn/customize software/tools.

What we offer

The EY benefits package is designed to support your physical, emotional, financial and social wellbeing. Our extensive benefits include comprehensive medical, dental and prescription drug coverage as well as mental health benefits, a robust Employee Assistance Program and group savings plans to promote your overall wellbeing. We offer generous time off, including personal days, vacation days and additional firm‑wide holidays along with the option to purchase extra vacation days. Employees can take advantage of EY’s exclusive learning programs tailored just for them. We also provide internal opportunities for career development and advancement enabling you to grow within the firm. Get involved in meaningful volunteering through EY Ripples and make a positive impact in the community.

Diversity and Inclusion at EY / Inclusiveness at EY

Diversity and inclusiveness are at the heart of who we are and how we work. We’re committed to fostering an environment where differences are valued, policies and practices are equitable and our people feel a sense of belonging. We embrace diversity and are committed to combating systemic racism, advancing gender equity and women in leadership, advocating for the 2SLGBTQIA community, promoting our neuroinclusion and accessibility initiatives and are dedicated to amplifying the voices of Indigenous peoples (First Nations, Inuit and Métis) nationally as we strive towards reconciliation. Our diverse experiences, abilities, backgrounds and perspectives make our people unique and help guide us. Because when people feel free to be their authentic selves at work they bring their best and are empowered to build a better working world.

EY Building a better working world

EY is building a better working world by creating new value for clients, people, society and the planet while building trust in capital markets.

Enabled by data, AI and advanced technology, EY teams help clients shape the future with confidence and develop answers for the most pressing issues of today and tomorrow.

EY teams work across a full spectrum of services in assurance, consulting, tax strategy and transactions. Fueled by sector insights, a globally connected multi-disciplinary network and diverse ecosystem partners, EY teams can provide services in more than 150 countries and territories.

Key Skills

• Multi‑line Phone Systems
• Typing
• Data Entry
• Customer Service
• Clerical Experience
• Computer Skills
• Math
• Microsoft Word
• QuickBooks
• Office Experience
• Key Calculator
• Filing

Employment Type: Full Time

Experience: Years

Vacancy: 1

Monthly Salary: 52000 - 78000

To help create the best experience during the recruitment process please describe any accommodations you may need.

The salary range for this job in British Columbia is $52000 to $78000. Individual salaries within this range are determined through a wide variety of factors including but not limited to education, experience, knowledge, skills and work location city.