Job Description

Facilities & Hospitality Assistant

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Senior Manager, Office Operations, the Facilities & Hospitality Assistant will execute a variety of administrative tasks in support of the Office Services and Hospitality Departments.

Major Responsibilities

Facilities & Office Services

• Assists with a variety of boardroom set-ups, office moves, workstation changes, furniture requests, maintenance inquiries, and other facility related requests.
• Coordinates visitor office bookings and assists with occupancy changes and student rotations.
• Help prepare documentation, signage, labels, nameplates, mailbox labels, and updates office directories and floor plans.
• Maintains inventory levels and places orders for office supplies, workplace equipment, operational materials, chemicals and a variety of paper products, etc.
• Processes purchasing requests, receives deliveries, reviews invoices, and prepares documentation for payment processing.
• Assists with courier processing, distribution services, printing support and other Office Services functions.
• Provides administrative support to the Senior Manager, Office Operations.

Hospitality

• Helps team maintain kitchens, hospitality stations, boardrooms, client areas, and common spaces to Firm standards.
• Maintains hospitality equipment such as dishwashers, fridges, coffee machines and water dispensers by working directly with contractors and vendors
• Maintains inventory of beverages, catering supplies, dishware, glassware, cutlery, and related items.
• Responds to hospitality and boardroom requests in a professional and service-oriented manner.
• Monitors boardrooms and meeting spaces to ensure readiness and functionality.
• Provides reception coverage during breaks, absences, and other periods as required.

Position Requirements

Education and Experience

High school diploma and a minimum of two years of experience in facilities, office services, hospitality, workplace services, customer service, or a related field. Experience within a professional services environment is considered an asset. An equivalent combination of education, training, and experience may be accepted.

Knowledge and Skills

Exceptional customer service orientation with a professional and approachable manner

Strong organizational and time-management skills

Excellent verbal and written communication skills

Strong interpersonal and problem-solving skills

High attention to detail and commitment to workplace standards

Ability to work independently and as part of a team

Intermediate proficiency with Microsoft Office applications

Basic facilities and building systems knowledge considered an asset

Ability to frequently lift up to 30 lbs and occasionally lift up to 70 lbs

Ability to maintain confidentiality and exercise discretion

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.