Office Services/Hospitality Clerk

This position does require office attendance 5 days a week, during the hours of 9 am to 5 pm.
With an integrated network of offices in Toronto, Montréal, Calgary, Ottawa, Vancouver and New York, Osler has an undisputed reputation for solving problems, removing obstacles, and providing the answers to our clients, when our clients need them. Osler, Hoskin & Harcourt is one of Canada’s leading business law firms with over 500 lawyers and an extensive network of students, staff and communities who work together to strive for a positive, collaborative and innovated work environment.
In 2012, Osler celebrated 150 years with a theme of “Making a Difference”, reaffirming their commitment to making a difference for their clients and community. Osler is committed to building and growing diversity in the legal community supporting many initiatives including the Advancement of Women Lawyers initiative and Black Future Lawyers.
Osler is currently seeking an Office Services/Hospitality Clerk to join our Ottawa team. The position will fill in for various resources within the Office Services team, including reception, document management and general administration. We are seeking a dynamic, outgoing, professional administrator looking to embrace a new challenge every day with our Office Services team.
Major Responsibilities and Duties:

• Other duties as required.
• Ensure that boardroom set-up complies with requests, which includes providing refreshments and ensuring the clearing of boardrooms once meetings are completed. Ensures every detail is attended to; performs last minute quality checks (i.e. facility and equipment); attends events in order to make sure that everything is done appropriately.
• Assist in the execution of client seminars, receptions and other educational/entertainment activities, including: attending planning meetings, working with caterers and other suppliers.
• Answering all incoming telephone calls to the Firm’s switchboard, properly directs phone calls, takes accurate messages, locates appropriate staff if messages are urgent, answers caller’s inquiries, etc.
• Book conference rooms and troubleshoots scheduling problems.
• Taxi chit distribution, tracking and reconciliation.
• Maintaining Firm security by ensuring all visitors are properly checked in and provided with visitor tags. Notifying Firm or building security of inappropriate visitors.
• Assist with the coordination, organization and execution of on-site internal Firm functions, which includes assisting with planning and designing the menu within budget, selecting beverages, arranging room and table décor, liaising with caterers, setting up and cleaning up after functions, coordinating audio-visuals set ups with Information Services staff, etc.
• Greeting clients/visitors in person, ensuring they are treated in an efficient and expedient manner, informs appropriate person of visitor arrival, and ensures client needs are met by answering questions and providing requested services (e.g. photocopying).
• Assist with reception area services including:

Knowledge And Skills

• Excellent team player.
• Ability to learn new technology and adapt to new systems and processes.
• Organizational skills required to contend with simultaneous tasks and strict deadlines and attentive to details.
• Excellent communication and interpersonal skills required to deal with a variety of internal and external contacts.
• An outgoing, fun-loving personality.
• Ability to work independently and take initiative.
• Flexibility and accommodating attitude in order to meet expectations.
• Excellent customer service skills.
• Willingness to work extra hours as required.

Education And Experience

• Community College diploma in Business Administration or equivalent as well as some experience working in the customer service industry is an asset.

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted.
For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.
Accessibility and Accommodation
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.
No agencies or phone calls please.
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