Office Services Assistant

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity available in the Ottawa Business Centre Department. As an Office Services Assistant, and a member of the National Business Centre & Facilities Team, you are responsible to perform a variety of department functions/deliverables such as photocopying services, mail and courier, document scanning, electronic faxing, office supplies management and inventory. You will also support in maintaining the physical office environment;

office moves, office and boardroom set ups, coordinating repairs and maintenance and other related services. In addition, you’ll provide Reception coverage, support the Hospitality Concierge Services team with event setups and perform Audio Visual support as needed. This role is open based on an existing vacancy.

Please note that this role has a requirement to work onsite in the Ottawa office at all times. This role will provide support to firm members both onsite and remotely, but the successful candidate will always work from the Ottawa office.

The role is to support the day-to-day operations and to provide a diverse range of services, which include but are not limited to the following:

• Sorting, digitizing, and archiving incoming mail and couriers
• Processing outgoing mail and couriers using carrier platform
• Sending and distributing incoming electronic faxes
• Digital imaging
• Printing, collating and binding documents
• Track monthly statistics
• Maintaining office supplies inventory, ordering, and stocking new inventory
• Ensure timely and accurate set up of furnishings and equipment within the meeting room/event spaces
• Support in maintaining the office environment; office moves and workspace setups for new hires and departures
• Coordinate furniture/equipment repairs and maintenance
• Responding to firm member’s request on facilities matters
• Monitor department equipment, troubleshoot minor issues and coordinate repairs
• Assist with Business Centre, Facilities and HCS projects
• Assist in performing Hospitality and Concierge tasks by reception coverage, assist with event set up, catering ordering, serving of food and beverages, kitchen maintenance and department statistics.
• Support Audio Visual needs by setting up and resetting equipment, ensuring smooth operation for meetings and events. You’ll also coordinate virtual meetings across platforms like Microsoft Teams, Webex and Zoom.
• Other administrative duties as required

• Minimum 2 years’ experience in a professional office environment
• Strong customer service, communication and technology skills
• Professional, calm and positive demeanor
• Sound judgment, discretion and respect for client confidentiality
• Able to work independently and collaboratively, and take direction well
• Strong computer skills and ability to learn specialized software
• Able to manage multiple priorities, take initiative and meet tight deadlines
• Flexible to occasionally work outside regular hours for meetings and events
• Proficient in Microsoft Office 365, including Word, Excel and Outlook
• Able to lift or move items up to 40 pounds

Salary Range: $23- $25 per hour

At the heart of our commitment to being a first-mover on important issues, McMillan believes that equity, diversity and inclusion are catalysts for success. By embracing our differences, we create an inclusive culture that enriches our collective knowledge, broadens our perspectives, and propels us forward. We are dedicated to fostering an environment where everyone feels empowered to bring their whole selves to work, knowing it is through our individual experiences that we can all come…