Manager, Admin Services – Downtown Law firm Permanent

Fabulous law firm located downtown Toronto is growing!

The Manager, Administrative Services is a multi-faceted role and will be responsible for the overall day to day operational activities.

This position will appeal to an individual who is able to work independently with little or no supervision; is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.

Duties and Responsibilities:

Managing People and Processes

• Provide leadership and guidance to administrative services staff (Facilities, Receptionist, Records Management Specialist).
• Design, implement and maintain office policies and procedures as necessary.
• Manage projects such as equipment replacement, office renovations and/or office moves.
• Maintain a safe and secure workplace environment. Premises and Maintenance
• Oversee all facilities-related functions to ensure day-to-day operational excellence.
• Report and respond to all premise-related deficiencies, requests or issues in a timely manner to the Tenant Services Work Order System and/or the appropriate vendor or contractor.
• Oversee on-site vendors and contractors as required.
• Respond to any Health and Safety Committee recommendations or potential hazards identified on the monthly workplace inspections.
• Keep current on Building services and inform internal stakeholders as required.
• Ensure facilities and equipment remain in good repair and appearance. Document and Records Management
• Information/document management oversight (retention/destruction and closing client files), process improvement and efficiency.
• Work with the third-party onsite copy/print/mail services, to ensure a high degree of client service and productivity. Vendor and Contractor Relations
• Liaise and maintain good working relations with Property Management and external vendors and contractors.
• Manage contract and price negotiations with office vendors and service providers. Inventory Control
• Oversee the maintenance of inventory and ordering of supplies, including receipt and approval of invoices. Budgeting
• Assist with the development and maintenance of the annual Administrative Services budget.

Qualifications: • 7+ years of office and operations and facilities management experience, preferably in a law firm or other professional services environment.

• Superior customer services skills to understand the requirement and the need of the users utilizing oral and written communications skills as well as effective listening skills.
• Excellent interpersonal and relationship-building skills needed to build trust and maintain effective working relationships with people at all levels within the firm.
• Demonstrated negotiation skills.
• Experience with process improvement. • Ability to solve problems independently.
• Experience leading and motivating a high performing team.
• Excellent technical skills with working knowledge of software driving operational efficiency.

What We Offer:

• Competitive base salary
• Comprehensive benefit and insurance plans, with HSA
• RRSP plan with employer contributions
• Fitness Benefit • Education assistance