Office Manager
Position Title: Manager, Administrative Services or Office Manager
Position Type: Full-Time, Permanent
Turnpenney Milne LLP provides exceptional employment law and workplace investigation services in a supportive firm environment in downtown Toronto. Our professional interactions emphasize the principles of honesty, courtesy, integrity, inclusivity, and respect and we deliver high quality, timely, and pragmatic advice to our clients.
Position Summary:
Administrative Services is a multi-faceted role and will be responsible for the overall day to day operational activities. This position will appeal to an individual who is able to work independently with little or no supervision; is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.
Duties and Responsibilities:
Managing People and Processes
- Provide leadership and guidance to administrative services staff (legal assistants, law clerks, receptionist, contract staff).
- Hiring related to new administrative staff
- Pre-start date, ensure new administrative staff are set up accordingly in both Purely HR and technologically (laptop, email, teams, phone extension, alarm code, office keys/alarm codes etc.)
- Training of new administrative services staff in all aspects of their role.
- Training of new lawyers/students in the Firm’s technology and personnel policies.
- Assignment of work and workflow amongst administrative services staff.
- Ensure the smooth operation of the office, in terms of lawyer/administrative coverage, in-office attendance of administrative staff
- Tracking, coordinating and assisting with employee yearly reviews for administrative staff
- Design, implement and maintain office policies and processes as necessary.
- Maintain and update employee personnel files (employment contract, benefits forms, payroll forms, etc)
- Manage projects such as equipment replacement, office renovations and/or office moves.
- Maintain, update and adhere to all required filings/dates for the Firm and the legal staff (LSO, LawPro, external insurance suppliers) ensuring that coverage is always maintained and dates are not missed.
- Maintain a safe and secure workplace environment.
Premises and Maintenance
- Oversee all facilities-related functions to ensure day-to-day operational excellence.
- Report and respond to all premise-related deficiencies, requests or issues in a timely manner to and through the appropriate vendor or contractor.
- Oversee on-site vendors and contractors as required.
- Respond to any Health and Safety recommendations or potential hazards identified by the administrative services staff.
- Respond to any technical support requests by lawyers and staff and liaise/troubleshoot with IT suppliers and IT outsourced provider.
- Keep current on Berkeley Castle services and inform internal stakeholders as required.
- Ensure facilities and equipment remain in good repair and appearance.
Document and Records Management
- Information/document management oversight (retention/destruction and closing client files), process improvement and efficiency.
- Work with the third-party offsite copy/print/mail/storage services, to ensure a high degree of client service and productivity and compliance with LSO and LSBC obligations.
Vendor and Contractor Relations
- Liaise and maintain good working relations with Berkely Castle and external vendors and contractors.
- Manage contract and price negotiations with office vendors and service providers.
- Maintain regular contact with IT service provider to ensure that computers and other IT systems are in good working order.
Inventory Control
- Oversee the maintenance of inventory and ordering of supplies, including receipt and approval of invoices.
Qualifications:
- 5+ years of office and operations and facilities management experience, preferably in a law firm or other professional services environment.
- Superior customer 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 solve problems independently.
- Experience leading and motivating an Administrative team.
- Excellent technical skills with working knowledge of software driving operational efficiency.
Please email your resume and cover letter to careers@tmllp.ca.
No agencies or recruiters please.