Manager, Office Services
Torkin Manes LLP is a vibrant, growing, medium-sized full-service law firm located in downtown Toronto. Our 125+ lawyers practice in all areas of business law and litigation. Torkin Manes is ranked as the #1 Ontario regional law firm by Canadian Lawyer and is consistently ranked as one of Canada’s top Regional law firms by Chambers Canada. Our consistent top rankings are a testament to our client service ethic, commitment to the legal profession, and success in our areas of practice.
We are currently looking for a Manager, Office Services to join our Team!
Position Summary:
The Manager, Office Services is a multi-faceted role and will be responsible for the overall day to day operational activities including administration, facilities, mailroom, records management and library functions. This position will appeal to an individual who is able to work independently with minimal direction; is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.
Duties and Responsibilities:
Firm and Office Administration
- Oversee day-to-day operations of assigned functions (Facilities, Boardrooms, Kitchens, Receptionist, Records Management, Library) creating a high-performance environment in which the assigned teams pursue effective and efficient operations of their respective areas in accordance with established processes
- With the Director, Operations, prepare and issue RFP’s for significant purchases, analyze proposals, negotiate terms and select vendors that best meets the needs of the Firm
- Continuously review and improve internal systems, structures, and policies and procedures across all assigned functions, from issue identification through business casing and sourcing/contracting/managing external consultants or vendors through to successful change implementation. Change initiatives can range from system implementations or enhancements, to organization development, to process and procedure development and delivery
- Manage communications with internal stakeholders and resolve issues, employing exceptional stakeholder management skills and building and maintaining strong, positive relationships with all Firm members
- Maintain awareness of market trends and build relationships with consultants, vendors and other service providers to ensure the Firm optimizes its operations
Premises and Maintenance
- Manage projects such as equipment replacement, office renovations and/or office moves
- Working with the Facilities Coordinator, oversee all facilities-related functions to ensure day-to-day operational excellence
- Ensure client rooms and meeting set ups are consistent with Firm standards and stakeholder requirements
- Oversee on-site vendors and contractors as required
- Maintain a safe and secure workplace environment
- Respond to any Health and Safety Committee recommendations or potential hazards identified on the monthly workplace inspections
- Oversee the maintenance of inventory and ordering of supplies, including receipt and approval of invoices
- Keep current on Building services and inform internal stakeholders as required
Document, Records Management and Library
- Information/document management oversight (retention/destruction and closing client files), including policy and procedure development
- Managing Records Management related costs
- Monitor firm-wide records management processes to ensure compliance with all regulatory requirements and industry best practices
- Manage the provision of electronic and hard copy reference materials and research services
Vendor and Contractor Relations
- Liaise and maintain good working relations with Property Management and external vendors and contractors
- Manage contract and price negotiations with office vendors and service providers
Budgeting
- Develop and monitor the annual Offices Services budget
What You Offer:
- 7+ years of office and operations and facilities management experience, preferably in a law firm or other professional services environment
- Strong administrative and management abilities. Capable of handling multiple priorities, rapidly analyze issues, anticipate consequences, make decisions and initiate action
- Superior client services skills to understand the requirement and the need of the users utilizing oral and written communications skills as well as effective listening skills
- Excellent interpersonal and relationship-building skills needed to build trust and maintain effective working relationships with people at all levels within the firm
- Demonstrated negotiation skills
- Experience with process improvement
- Ability to analyze and solve problems independently
- Experience leading and motivating a high performing team
- Excellent technical skills with working knowledge of software driving operational efficiency
What We Offer:
- Competitive base salary
- Comprehensive benefit and insurance plans, with HSA
- RRSP plan with employer contributions
- Fitness Benefit
- Education assistance
We thank all those who apply. However, only those selected for an interview will be contacted. Please note that any offer of employment will be conditional upon background and reference checks.
If you are motivated and looking to excel, please submit your resume in confidence to: HR@torkin.com
Torkin Manes LLP is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN) and an employer partner of the Canadian Centre for Diversity & Inclusion (CCDI). We are an Equal Opportunity Employer that is committed to inclusive, barrier-free recruitment and selection processes. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, we provide employment accommodation during the recruitment, selection and/or assessment processes. Should you require an accommodation, please contact Nazli Ghafoori, HR Manager, by email at nghafoori@torkin.com or by phone 647-417-5311, and we will work with you to meet your accessibility needs.
No agencies or recruiters please.