Our client, one of Canada’s leading law firms, is seeking a Facilities & Procurement Coordinator to join their busy team.
This role is responsible for overseeing, improving, and maintaining the physical premises of the Firm’s Toronto office, ensuring it remains a safe, functional, and comfortable workspace. The role also includes supporting key Firm programs such as ergonomic and travel initiatives. This position requires physical activity, including standing, pushing, and lifting objects up to 40 pounds. The preferred work schedule is from 9 a.m. to 5 p.m., with occasional weekend work as needed.
What You'll Be Doing
- Building Service Provider Liaison: Serve as the primary contact for building service providers, establishing and maintaining effective communication to ensure service issues are promptly resolved in accordance with Firm standards.
- Contractor and Vendor Coordination: Manage relationships with external contractors, such as general contractors, furniture vendors, and plumbers. Schedule preventative maintenance and office repairs, ensure service agreements are fulfilled, and handle the submission of work permits and repair requests to the landlord for various contractors.
- Project Coordination: Work with stakeholders to understand project requirements and timelines. Develop project plans, obtain and review quotes, manage contractors/vendors, and ensure projects are completed on time and within budget.
- Physical Security Support: Assist the Supervisor in conducting regular security system checks, maintaining records of findings, and escalating issues as needed. Help with retrieving, maintaining, and auditing access reports to ensure no irregularities.
- Site Inspections: Perform weekly inspections to ensure a safe and healthy workplace. Coordinate with landlords, contractors, and staff to address any identified issues.
- Move/Relocation Coordination: Manage employee move notifications, develop move plans, assist with packing/unpacking, and ensure resources are allocated appropriately to complete moves smoothly.
- Ergonomic Program Oversight: Schedule ergonomic appointments for employees, order recommended equipment, and manage the Firm's ergonomic program.
- Travel Program Management: Review travel usage reports, compare them with flight-pass capacity, assist with flight-pass purchases, and ensure travelers have relevant information, especially when traveling to high-risk countries.
- Emergency Response Coordination: Support the Supervisor and emergency response teams in maintaining and adhering to the emergency response program. Act as an alternate to the Supervisor when needed.
- Offsite Inventory Management: Work with the Firm’s offsite inventory storage company to maintain accurate inventory records, monitor inventory levels, and make recommendations for adjustments as needed.
What You Bring:
- High school diploma required.
- College/university education and/or relevant procurement/facility-related courses are an asset.
- Minimum of three years of experience in office services, facilities, or related business services departments is required.
- Strong ability to prioritize and organize tasks under time constraints.
- Excellent written and verbal communication skills.
- Strong interpersonal skills, with a high level of customer service and professionalism
- Ability to work collaboratively within a team to achieve common goals.
- Proven ability to build effective working relationships with contractors/vendors.
- Experience using power tools and working with modular and systems furniture.
- Carpentry skills with a solid understanding of measurements (e.g., ability to calculate center points).
- Capability to multitask while promptly responding to service requests.
- Strong knowledge of Microsoft Office programs (Outlook, Word, Excel).
- Experience with procurement software and AutoCAD is an asset.
