Facilties Coordinator – North York (and other locations) Permanent

Law firm based out of North York is looking to add a Facilities coordinator. Firm offers: full benefits including rrsp, variety in job responsibilities. 

Primary Responsibilities 

Provide support and assist with the day-to-day maintenance and operation firm’s main building and additional offices located in Barrie, Innisfil, Haliburton and Whitby. Coordinate and supervise leasehold improvements and renovation and construction, perform minor repairs and improvements to the premises to ensure a safe, functional and clean work environment. 

In this position, you are required to respond to emergency/critical situations with an appropriate level of urgency and escalate to the appropriate staff as necessary on a timely basis. 

Principal Duties 

• Ensure the safe day-to-day operation of the premises in all three locations. 

• Maintain interior and in some instances exterior conditions, appearance and operation of all premises at optimal levels. 

• Immediately respond to all critical and/or safety-related maintenance concerns and advise the Director of Operations in a timely fashion. 

• Coordinate the moving and transport of law practice assets, furniture, etc., as well as assets purchased from time to time. 

• Assist with routine inspections of the facilities and equipment and communicate any deficiencies and provide suggestions for enhancement or repair. 

• Respond promptly and courteously to facility service requests from all firm locations and perform preventative and corrective maintenance in a timely manner. 

• Perform minor repairs and preventative maintenance tasks related to the building, furniture and equipment, including advising when a task is best handled by an outside contractor. 

• Organize, implement and maintain cleaning and maintenance schedules. 

• Work with vendors to obtain quotes for work projects and organize/oversee the work for contractors and vendors. 

• Order and maintain necessary supplies for office stationary and cleaning supplies for four building locations. 

• Ensure the maintenance of kitchens/kitchenettes/lunchroom supplies and cleaning stocks. 

• Coordinate with other office locations on a daily/weekly basis regarding any office/cleaning/maintenance needs. 

• Reception coverage when needed and occasional travel to other locations for the same. 

• Develop and maintain contractor and vendor contact lists for all locations. 

• Obtain quotes for all construction work required and negotiate the best quotes. 

• After-hours work and alternate office work may be needed. 

• Provide administrative support to the legal assistants and clerks from time to time including, file storage, scanning, etc. 

• Perform other duties as assigned from time to time. 

The successful candidate must possess the following qualifications:  

• 4 years of relevant experience; 

• Excellent communication skills in English; 

• Strong analytical, organizational, and time-management skills, with a proven ability to prioritize tasks effectively in a fast-paced environment;  

• Able to work well independently and as part of a team; 

• Effectively manage and prioritize responsibilities with competing priorities; 

• Travel to multiple locations. Must have a valid drivers license and vehicle.  

• Advanced computer skills; 

• High School Diploma.