Office Services Clerk, Mailroom, Print Shop

Gowling WLG; Ottawa; On-site; CAD 42,000 - 48,000; Full time

Benefits offered by this job

Health benefits

Hybrid/work flexibility

Parental leave top-up

Employer RRSP match

Disability & life insurance

Employee Assistance Program

Job summary

Gowling WLG Ottawa is seeking an Office Services Clerk to support the mail room, print shop, and facilities operations. You will manage mail, shipments, print production, and equipment maintenance while upholding confidentiality and firm standards.

The role requires independent planning and collaboration with the Office Services team. With 5+ years in a high-volume office setting and proficiency in document management systems, OCR, PDF editing, and Microsoft Office, you’ll help ensure efficient

Qualifications

• 5+ years of progressive experience in a high-volume office services, mailroom, or print production environment, preferably within a corporate or legal setting.
• Completion of post-secondary education in a relevant field.
• Proficiency with iManage, OpenText, or other legal document management systems.
• Proficiency with OCR and PDF editing tools.
• Proficiency with Microsoft Office and Adobe Acrobat.

Responsibilities

• Analyze mailroom activity data to identify trends, report on service levels, and recommend process improvements to the Supervisor.
• Process, distribute, and dispatch incoming and outgoing mail, couriers, and interoffice materials.
• Ensure the security and confidentiality of all packages and correspondence.
• Liaise with courier providers, Canada Post, and internal departments to resolve delivery issues.
• Track and record mailroom activities as required.
• Identify and implement process improvements in scanning, naming conventions, and digital filing workflows.
• Monitor imaging system performance and ensure consistency in file naming and indexing.
• Perform print production operations including photocopying, scanning, color printing, document finishing, and binding.
• Ensure adherence to firm branding, formatting, and confidentiality standards across all print materials.
• Monitor job queues and prioritize print requests as directed.
• Perform routine maintenance and basic troubleshooting of print equipment; assist in coordinating repairs and servicing with vendors.
• Maintain detailed records of print jobs, material usage, and equipment maintenance for reporting and cost analysis.
• Maintain inventory of mailing and printing supplies; work with Supervisor to request supplies as needed.
• Receive and/or collect incoming and outgoing mail and deliveries, ensuring ongoing dispatch and delivery.
• Assist with office moves and provide general maintenance duties as required.
• Conduct routine preventative maintenance checks on office equipment and facilities, proactively identifying and reporting any issues.

Skills

Office services expertise

Document management systems

OCR & PDF editing

Microsoft Office

Adobe Acrobat

Education

Post-secondary education in a relevant field

Tools

iManage/OpenText

OCR tools

Adobe Acrobat

Job description

About Gowling Wlg

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

About Gowling Wlg

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.

Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.

PROFILE

The Office Services Clerk, Mailroom, Print Shop and Facilities role provides essential support for all planning, delivering, and coordinating of the daily operations of both the Mail Room and Print Shop, ensuring timely, accurate, and high-quality mail processing, shipping, receiving, and print production services for internal clients and legal teams at Gowling WLG Ottawa. This role is an integral part of the broader Office Services team and provides support for facilities-related functions as needed. This position receives some direction, but most planning and activities are done independently. When the Supervisor, Facilities & Operations is absent, this role would provide back-up coverage.

Responsibilities

Mail Room Services

• Analyze mailroom activity data to identify trends, report on service levels, and recommend process improvements to the Supervisor.
• Process, distribute, and dispatch incoming and outgoing mail, couriers, and interoffice materials.
• Ensure the security and confidentiality of all packages and correspondence.
• Liaise with courier providers, Canada Post, and internal departments to resolve delivery issues.
• Track and record mailroom activities as required.

Print Shop Services

• Identify and implement process improvements in scanning, naming conventions, and digital filing workflows.
• Monitor imaging system performance and ensure consistency in file naming and indexing.
• Perform print production operations including photocopying, scanning, color printing, document finishing, and binding.
• Ensure adherence to firm branding, formatting, and confidentiality standards across all print materials.
• Monitor job queues and prioritize print requests as directed.
• Perform routine maintenance and basic troubleshooting of print equipment; assist in coordinating repairs and servicing with vendors.
• Maintain detailed records of print jobs, material usage, and equipment maintenance for reporting and cost analysis.

Inventory & Equipment

• Maintain inventory of mailing and printing supplies (e.g., paper, toner, envelopes).
• Work with Supervisor to request supplies as needed to ensure minimal service disruption due to shortages.

General Office Services & Facilities Support

• Receive and/or collect incoming and outgoing mail and deliveries, ensuring ongoing dispatch and delivery.
• Assist with office moves and provide general maintenance duties as required.
• Conduct routine preventative maintenance checks on office equipment and facilities, proactively identifying and reporting any issues.

Qualifications

• A minimum of 5 years of progressive experience in a high-volume office services, mailroom, or print production environment, preferably within a corporate or legal setting.
• Completion of post‑secondary education in a relevant field.
• Proficiency with:
  • iManage, OpenText, or other legal document management systems.
  • Optical Character Recognition (OCR) and PDF editing tools.
  • Microsoft Office.
  • Adobe Acrobat (advanced functions such as batch processing, redaction, and bookmarking).
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients' needs in a professional and courteous manner.
• Capacity to work independently, as well as in a team environment.
• Ability to produce a high quality and quantity of work product, occasionally under tight timelines.
• Prioritize and redefine priorities when necessary.
• The ability to lift heavy objects (up to 50 lbs as required) and assist with moves.
• Standing / Moving for long periods of time.
• Ability to handle stress in a business‑like manner.
• Bilingualism (French/English) may be required.

Benefits/Perks

Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well‑being go hand‑in‑hand. We support your career and life with:

• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top‑up for 26 weeks (after 12 months of full‑time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long‑term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

The starting range for this role is $42,000 to $48,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance.

This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations.

This employer may use tools within our applicant tracking system that include artificial intelligence–supported features, such as automated candidate matching. These tools do not make hiring decisions; all screening, assessments, and selections are reviewed and completed by human recruiters and hiring managers.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.