Admin & HR | Office Services Coordinator & Receptionist - FT

General Accountability

The Office Services Coordinator & Receptionist (OC&R) is the first point of contact for clients and visitors, playing a key role in maintaining the professional appearance and welcoming atmosphere of the Victoria office. The OC&R is responsible for supporting all aspects of office operations, the delivery of facility services, and day-to-day reception services in our Victoria office. Working in partnership with and reporting directly to the Manager, Office Services, the OC&R ensures that the Victoria office operates smoothly, safely, and efficiently, while maintaining a high-quality workplace experience consistent with our Vancouver office for our lawyers, legal assistants, paralegals and our clients.

This role reports to the Manager, Office Services (Vancouver) and hours of work are 9:00 a.m. to 5:00 p.m. Monday through Friday in the Victoria office.

Primary Responsibilities

This role is responsible for working in close partnership with our Vancouver office (including IT, HR, Accounting and Office Services) to provide daily Victoria office services and serve as the primary liaison between the Victoria office and the Vancouver Office to ensure alignment on service delivery across the following functional areas:

• Reception and Client Service: Opening and closing the reception area, greeting visitors, managing incoming calls and inquiries, and maintaining a tidy, presentable reception and boardroom environment.
• Office Services: Managing all incoming and outgoing mail, courier services, contractor visits, and general correspondence, while also overseeing printing, photocopying, scanning, and binding operations. Additionally, responsible for keeping detailed and up-to-date records of office service procedures and vendor contact information.
• Office Supplies and Facilities: Actively maintaining office supply inventory, ordering refreshments, and ensuring timely setup, maintenance and servicing of office equipment and workspaces. Contributing to the ongoing development of the Victoria office by supporting company-wide initiatives related to office layout, design, and space planning.
• Coordination and Support: Scheduling boardroom bookings, supporting office events (including set up and clean up), managing key card inventory, and assisting with business license renewals for Partners.
• Financial Support: Processing client payments, issuing receipts, handling trust deposits, and managing petty cash and cheque inventory.
• Onboarding and IT Liaison: Partnering with IT, HR, and other service departments to ensure smooth onboarding for new hires and assisting with basic IT troubleshooting when needed.
• Other Duties: Supporting office initiatives and projects as required.

Qualifications

The successful candidate will bring a balance of professionalism, reliability, and service orientation to the role.

• Minimum of two years’ related experience, preferably in a professional services or similar environment.
• Reliable, punctual and proactive, and able to work both independently and as part of a team.
• Strong team focus with the ability to foster a collaborative environment by working closely with colleagues across offices and departments to support shared goals, streamline communication, and ensure a cohesive client and team experience.
• Professional presence and exceptional interpersonal skills, with the ability to engage courteously and effectively with clients, colleagues and external stakeholders.
• Proficiency in Microsoft Word and Outlook and working knowledge of Excel.
• Highly service-oriented, detail-focused, and organized, with the ability to manage multiple priorities effectively.
• Positive, adaptable and solutions-oriented attitude.
• Ability to safely lift and move supplies up to 30 lbs.

Compensation + Benefits

The typical salary range for this position is $55,000.00 - $60,000.00 annually; the base pay offered is based on location and may vary depending on job-related knowledge, skills, experience and internal and market equity.

• Competitive salary and structured annual reviews.
• Extended health and dental coverage.
• TELUS Health EFAP.
• Generous vacation time and sick time allowance.
• Life, short and long-term disability insurance.
• Pension plan
• Annual professional development/education allowance.
• Annual fitness allowance.

Farris LLP is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. We thank all applicants for their interest in Farris; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status.