Office Services Assistant/Receptionist

We are seeking an Office Services Assistant/Receptionist to join our Vaughan office to support the Office Services & Facilities team in assisting with day-to-day office services operations, including mail, courier delivery, copying/scanning, office supplies and equipment, reception, host services, etc.

The successful candidate will demonstrate initiative, a “can do” attitude, strong communication and organization skills, and a desire to work in and promote a client-first focused culture. Being a contributing team player is essential as a part of the wider Office Services & Facilities team along with work hour flexibility to accommodate business needs.

Key responsibilities:

• Preparing work stations for new hires and assisting with internal office moves
• Performing other related duties as required, and providing clerical or administrative support as requested
• Liaising with the Hospitality & Concierges Services and Marketing teams regarding catering and events management
• Assisting with copy, print, scan and bind jobs
• Providing assistance and coverage for other members of the Offices Services & Facilities team as needed (including reception, hostess, records management, etc.)
• Managing the security card program for employees and visitors
• Daily mail pick-up and inter-office delivery
• Managing the boardroom booking process reserving boardrooms as requested, including all relevant information; providing communication to requestors appropriately
• Sending outgoing faxes and forwarding incoming faxes to appropriate lawyer and assistant
• Setting and cleaning up the office and boardrooms for client meetings and events
• Ordering office supplies and maintaining adequate supply
• Welcoming clients in a professional manner and ensuring that the visitor experience is positive and consistent with the Firm’s service standards and values
• Promptly answering external and internal calls and directing them as required in a timely fashion
• Processing requests for sending mail and packages using Canada Post, local and international courier services
• Acting as point of contact for Emergency Procedures

What you'll bring:

• Ability to provide outstanding customer service to internal clients (lawyers, assistants, support staff) and external parties (vendors and other service providers)
• High school graduate or equivalent
• Proactively communicates with team members and supervisors regarding status of work
• Ability to perform physical activities as required, including bending, reaching and lifting up to 20 lbs
• Minimum one years’ experience in a similar office environment with previous experience in a law firm considered an asset
• Excellent time management and ability to manage interruptions and changing priorities

What we offer:

We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits and perks are competitive within the market as well as a work-life balance. We offer:

• Flexible working options;
• Professional development opportunities through MT Learn;
• A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks’ Vacation and 10 Personal Days;
• Special appreciation events/celebrations;
• Childcare, eldercare and family resources to support you and your family;
• A Firm matching Group Retirement Savings plan and TFSA;
• Charitable savings programs.
• A wellness reimbursement program to foster employee well-being as well as a perks program through Perkopolis;
• A Diverse and Inclusive Workplace;

Who we are:

Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with ten offices across the country. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Miller Thomson LLP is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually, and only those selected for an interview will be contacted. No phone calls or agencies, please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require accommodation, please inform our Talent department of the nature of the accommodation that you may require, to ensure your equal participation.