Operations Assistant

Hammerco Lawyers is a widely recognized B.C. law firm who has been selected as one of Canada’s top employers and voted best law firm to work for in Vancouver.Our talented, diverse team of legal professionals lead with a client focused mind and a collaborative spirit. We lean on our collective strengths and work together to deliver powerful legal solutions to our clients. We pride ourselves on being results driven and innovative, with the goal of improving 1% everyday in the way we operate.We recognize that we all have lives outside of work and we want you to succeed in your work and personal life. Our flexible office space was designed to allow our team to pick and choose their office or desk space when they do come into the office. We offer a state-of-the-art experience with sit stand desks, a stocked kitchen with snacks and beverages, and a roof top patio for summer hangouts.We combine our top-notch legal skills with true passion for what we do.Job SummaryWe are seeking an Operations Assistant to join our team. The ideal candidate will support daily office operations and provide exceptional customer service in a fast-paced environment.Key Responsibilities:Operations Support:Coordinate the onboarding and offboarding processes, including document preparation, to ensure seamless transitions for new and departing employees.Under the direction of the People & Operations Manager, plan and execute firm events (including office functions, team-building activities and training, holiday parties), managing logistics, budgets, and deadlines, with meticulous coordination with vendors and stakeholdersManage vendor contracts and relationships, including building management, janitorial services, shredding services, and other service providers.Organize internal and external meetings, handling logistics like room setup, technology needs, materials and cateringProvide basic IT support by troubleshooting technology and equipment issues when required.Maintain both physical and electronic document management systems, overseeing the creation and implementation of new processes and procedures.Assist with policy reviews, annual budget processes, and financial tracking.Coordinate corporate travel and accommodations for staff members, ensuring cost-effectiveness and adherence to policies.Support the Chief Marketing Officer (CMO) and Chief Operating Officer (COO) in executing marketing and business development initiatives that drive firm growth and enhance client relationships.Contribute to continuous improvement efforts by researching, proposing, and implementing administrative solutions and efficiencies.Assist with health and safety compliance, including maintaining first aid kits and updating emergency contact lists. Act as the office Fire/Safety Warden and participate in the Joint Health and Safety Committee (JHSC).Serve as a liaison between the office and external service providers, ensuring timely and efficient resolution of issues.Support projects and initiatives as directed by senior management, including research, data collection, and reporting.Assist the firm’s Operations team in developing and improving firm procedures for the office, building and maintaining required operations support documents and tracking and analyzing office statistics and data as required.Perform additional administrative tasks as assigned by the People & Operations Manager.Reception Duties:Provide daily reception coverage, including during lunch breaks, end-of-day shifts, and absences due to vacation or illness.Warmly greet clients and visitors upon arrival, ensuring a professional and welcoming atmosphere.Manage incoming calls, directing them to the appropriate parties and responding to general inquiries.Sort, open, scan, and distribute incoming mail to lawyers and legal support staff.Organize and maintain common areas, including the kitchen, storage rooms, and supply closets, to ensure a clean and orderly work environment.Monitor and replenish office inventory, including printer supplies, stationery, and kitchen supplies, ensuring alignment with the annual budget and avoiding shortages.Handle incoming and outgoing courier services, ensuring timely delivery and receipt of packages.Update and manage the office calendar and room booking requests, coordinating schedules as needed.Enter the information required to open and close client files in the Acumin.Update and maintain clients contact and address lists in Filevine, Acumin and Outlook.Oversee office equipment maintenance and coordinate repairs or replacements as needed.Organize outgoing mail, post to client accounts in Acumin, and ensure timely drop-off in the mailbox; pick up registered letters from the post office as needed.Reconcile courier invoices and allocate expenses to the appropriate client files in Acumin.SkillsPost-secondary education.Minimum of 1 year of administrative experience in a fast-paced office environment.Proficiency in MS Office Suite and general IT troubleshooting.Prior experience working at a law firm considered an asset.A flexible, positive, and proactive attitude with a willingness to learn new skills.Strong team player who actively participates in team and office activities to foster a cohesive environment.Resourceful, innovative, and solution-oriented mindset.Ability to handle confidential and sensitive information with discretion.Effective communication skills, both verbal and written, and the ability to collaborate with team members.Experience in event planning, including logistics, budget management, and timeline coordination.Experience managing office budgets and daily operations.Familiarity with social media and website platforms (WordPress, LinkedIn, Instagram, Facebook, Canva) is an asset.Exposure to project management processes is advantageous.Facilities coordination experience is beneficial.Strong prioritization skills and the ability to meet tight deadlines.Attention to detail, accuracy, and diligence.Exceptional customer service skills, with the ability to manage challenging situations professionally.Strong multitasking skills and the ability to thrive in a fast-paced environment.Upholds high moral and ethical standards.Embodies the firm's core values: Results, Collaboration, Trust, and Generosity.If you are organized, detail-oriented, and passionate about your craft, we would love to hear from you! Please submit your resume and cover letter, to [email protected], detailing your interest in the position.Salary Range for this role: $50,000-$55,000*Hammerco is not working with recruiters for this role