Why join us?
Disclaimer:
WT is part of the DWF Group. As we continue to align our operations, candidates may be contacted or engaged by representatives from WT, DWF, or AMS (our recruitment partner) during the recruitment process. Your application and personal data will be managed in accordance with applicable data protection laws and handled securely on behalf of the DWF Group.
Whitelaw Twining, part of the DWF Group, is a successful litigation law firm with offices in Calgary, Vancouver and Toronto. Our firm is an industry leader in the fields of insurance and commercial litigation. As part of its aim to meet client needs in a global market, and with an eye to growth, the firm recently joined the DWF Group. DWF is a provider of integrated legal and business services with approximately 4,000 employees with offices and associations located across the globe. DWF offers clients solutions that combine traditional law firm services with new, modern legal and business services relevant to today's companies and the challenges and opportunities they face.
We are currently seeking an Office Services Assistant to join our Vancouver team. This position is ideal for a team player with a strong work ethic, attention to detail, and a proactive approach.
Responsibilities
- Close files and prepare for off-site storage; retrieve closed files upon request.
- Provide reception coverage during breaks, lunches, absences, and vacations.
- Assist with coordinating vendors for office equipment maintenance (excluding copiers).
- Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail.
- Handle large copy, scan, and print jobs.
- Assist with new hire workstation/office setup, including printing name plates and updating floor plans.
- Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site.
- Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls.
- Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies.
- Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies.
- Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free.
- Ensure fresh fruit and bistro beverage fridge are well-stocked; monitor and reorder as needed.
- Manage inventory and maintenance of office supplies.
- Handle bank deposits.
- Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors.
- Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
- Assist with setup and cleanup for meetings and in-house professional development seminars.
- Be available to work overtime occasionally.
- Assist with other projects as assigned.
What will help you succeed in this role?
- Up to 1 year of administrative and customer service experience is an asset.
- Strong written and verbal communication skills.
- The ability to multi-task, and excellent communication
- Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads.
- Excellent attention to detail and organizational skills.
- Knowledge of general office procedures.
- Professional and polished attitude when communicating with others.
- Ability to prioritize and multi-task while handling a high volume of work.
- Ability to lift and/or move file boxes, photocopy paper, supplies, etc. (up to 50 lbs).
- Ability to work independently and function effectively as part of a team.
- Legal office experience is an asset.
- Must be able to work a flexible work schedule between the hours of 7:45 am to 5 pm, and overtime as needed.
What we offer
The salary range for this position is $42,000-$45,000 per annum, dependent on years/relevance of individual experience.
Benefits & Perks We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth.
Our benefits include
• a wellness allowance for fitness expenses;
• an annual education/tuition allowance;
• flexible health and dental coverage;
• long term disability insurance;
• personal days to help balance outside commitments;
• employee assistance program;
• monetary incentive for employee referrals;
• casual day every Friday
Our firm benefits include Extended Health benefit, Dental coverage, LTD, DI, wellbeing allowance, casual dress code, early finish ahead of statutory holidays and more.
About us
DWF is a global legal business providing Complex, Managed and Connected Services. We empower people to be themselves within an inclusive and supportive environment, enabling everyone to achieve their full potential in line with their abilities and career aspirations.
