Manager, Office Services & Facilities

We are looking for a Manager, Office Services & Facilities to join the team in our Toronto Office!

Working as a key member of the Firm’s national team, the Manager, Office Services & Facilities is responsible for managing the day-to-day operations of the Office Services team in the assigned office and ensuring the delivery service excellence. The team includes the following functions: mail / courier delivery, copying / scanning / printing / binding services, office supplies and equipment, reception, hospitality (catering / boardrooms) and records management. This position is also responsible for local facilities management and works with the building landlord / management, trades people and other contractors and consultants to ensure the smooth operation of the office facilities and related services.

The position requires a confident self-starter with the desire to promote a client-first focused culture. Proven ability to effectively lead a team of 20+ employees. Client focused and Demonstrates initiative, a “can do” attitude with strong people management, verbal and written communication and organizational skills. JHSC certified. Experience managing health and safety program and procedures. Being a contributing team player is essential along with work hours flexibility including on-call and after-hours work as required.

Key Responsibilities:

Leadership

• Possesses strong people leadership capabilities with a proven ability to lead, develop, and motivate diverse Office Services and Facilities teams.
• Creates an inclusive and engaged work environment by providing ongoing coaching, recognizing contributions, and addressing performance concerns promptly and constructively.
• Builds trust with stakeholders at all levels, manages competing priorities effectively, and ensures teams remain focused on delivering exceptional service while supporting organizational goals.

Vendor Management

• Managing and coordinating the local purchase of all office supplies, furniture and equipment including through the Firm’s national supply vendors as appropriate; making recommendations for improvement and/or changes to the Senior Manager, Office Services & Facilities.
• Liaising with local vendors and suppliers; sourcing new suppliers as required.

Facilities Management

• Managing and coordinating general office and furniture maintenance (including both leased and owned equipment), repair of furniture, equipment servicing, and acting as the day-to-day liaison with building management.
• Overseeing and managing premises coordination (e.g. office moves, new joiners) along with new furniture installs; liaising with IT and People & Culture as required.
• Maintaining the Hoteling/Bookable spaces with proper equipment setup and cleanliness standards.
• Processing invoices for all supplies and equipment purchased and seeking approval when required from the Senior Manager, Office Services & Facilities.
• Assisting the Senior Manager, Office Services & Facilities in the preparation and maintenance of the annual local office budget and reporting monthly on expenses.
• Responsible for monthly expenses reconciliations.
• Overseeing the office business continuity plan, safety compliance and emergency evacuation program and related training.
• Managing security access card system; ensure documentation is current and accurate; liaise with building management security team.
• Coordinating Office Services team schedules to ensure coverage.

Other

• Personally handling overflow work as required within the department during team absences and busy periods.

What You’ll Bring:

• University bachelor’s degree and/or community college diploma with min 7 years’ working experience and at least 5 years’ people management/supervisory experience.
• Previous office management/facilities experience, preferably gained in a law firm or professional services environment.
• JHSC Certified with proven ability to effectively manage health and safety program and procedures and lead emergency response teams.
• Collaborative leadership style with a focus on delivering service excellence.
• Strong MS Office skills in Word, Excel, PowerPoint and Outlook.
• Professional deportment to represent the firm to internal and external clients.
• Adept at managing sensitive employee relations matters.
• Excellent organization and planning skills and experience.
• Adept at analyzing and synthesizing data for use determining effectiveness of services, suppliers and creating reports and recommendations to Firm leadership.
• Innovative problem solving and strong critical thinking abilities.
• Excellent written and verbal communication skills, including engaging presentation skills.
• Strong project and change management skills with the ability to create, execute, monitor and communicate on priorities and budgets.
• Proven ability to build and manage positive professional relationships both internally and externally.