Manager, Office Services & Facilities

As a recognized national law firm, we support, grow, and impact our communities through our work. We help entrepreneurs, companies, and professionals shape and build the Canadian economy.

When you start a career with Miller Thomson, you join a firm that puts its people first. We provide the opportunity to influence the course of your career, community, and workplace with the support and backing of a national organization. While teamwork and collaboration are hallmarks of our culture, we accept and encourage individuality. You can expect a friendly, safe, and supportive environment where your colleagues will rally around to help you succeed.

Find the spark that will propel your career to new heights. Apply today to join a firm that is dedicated to you.

We are looking for a Manager, Office Services & Facilities to join the team in our Toronto Office!

Working as a key member of the Firm’s national team, the Manager, Office Services & Facilities is responsible for managing the day-to-day operations of the Office Services team in the assigned office and ensuring the delivery service excellence. The team includes the following functions: mail / courier delivery, copying / scanning / printing / binding services, office supplies and equipment, reception, hospitality (catering / boardrooms) and records management. This position is also responsible for local facilities management and works with the building landlord / management, trades people and other contractors and consultants to ensure the smooth operation of the office facilities and related services.

The position requires a confident self-starter with the desire to promote a client-first focused culture. Proven ability to effectively lead a team of 20+ employees. Client focused and Demonstrates initiative, a “can do” attitude with strong people management, verbal and written communication and organizational skills. JHSC certified. Experience managing health and safety program and procedures. Being a contributing team player is essential along with work hours flexibility including on-call and after-hours work as required.

Key Responsibilities:

Leadership

• Possesses strong people leadership capabilities with a proven ability to lead, develop, and motivate diverse Office Services and Facilities teams.
• Creates an inclusive and engaged work environment by providing ongoing coaching, recognizing contributions, and addressing performance concerns promptly and constructively.
• Builds trust with stakeholders at all levels, manages competing priorities effectively, and ensures teams remain focused on delivering exceptional service while supporting organizational goals.

Vendor Management

• Managing and coordinating the local purchase of all office supplies, furniture and equipment including through the Firm’s national supply vendors as appropriate; making recommendations for improvement and/or changes to the Senior Manager, Office Services & Facilities.
• Liaising with local vendors and suppliers; sourcing new suppliers as required.

Facilities Management

• Managing and coordinating general office and furniture maintenance (including both leased and owned equipment), repair of furniture, equipment servicing, and acting as the day-to-day liaison with building management.
• Overseeing and managing premises coordination (e.g. office moves, new joiners) along with new furniture installs; liaising with IT and People & Culture as required.
• Maintaining the Hoteling/Bookable spaces with proper equipment setup and cleanliness standards.
• Processing invoices for all supplies and equipment purchased and seeking approval when required from the Senior Manager, Office Services & Facilities.
• Assisting the Senior Manager, Office Services & Facilities in the preparation and maintenance of the annual local office budget and reporting monthly on expenses.
• Responsible for monthly expenses reconciliations.
• Overseeing the office business continuity plan, safety compliance and emergency evacuation program and related training.
• Managing security access card system; ensure documentation is current and accurate; liaise with building management security team.
• Coordinating Office Services team schedules to ensure coverage.

Other

• Personally handling overflow work as required within the department during team absences and busy periods.

What You'll Bring:

• University bachelor’s degree and/or community college diploma with min 7 years’ working experience and at least 5 years’ people management/supervisory experience.
• Previous office management/facilities experience, preferably gained in a law firm or professional services environment.
• JHSC Certified with proven ability to effectively manage health and safety program and procedures and lead emergency response teams.
• Collaborative leadership style with a focus on delivering service excellence.
• Strong MS Office skills in Word, Excel, PowerPoint and Outlook.
• Professional deportment to represent the firm to internal and external clients.
• Adept at managing sensitive employee relations matters.
• Excellent organization and planning skills and experience.
• Adept at analyzing and synthesizing data for use determining effectiveness of services, suppliers and creating reports and recommendations to Firm leadership.
• Innovative problem solving and strong critical thinking abilities.
• Excellent written and verbal communication skills, including engaging presentation skills.
• Strong project and change management skills with the ability to create, execute, monitor and communicate on priorities and budgets.
• Proven ability to build and manage positive professional relationships both internally and externally.

What we offer:

We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits, and perks are competitive within the market as well as a work-life balance. We offer:

• A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks’ Vacation and 10 Personal Days;
• A Diverse and Inclusive Workplace;
• Flexible working options;
• Maternity Leave Top-up;
• A Firm matching Group Retirement Savings plan;
• An individual TFSA with low fund management fees and competitive investment options;
• Employee Assistance Program to support you and your family;
• A wellness spending account to foster employee well-being;
• Professional Development opportunities;
• Employee appreciation events;
• Charitable giving programs.

Compensation:

We offer a market-leading total rewards package with the expected range of the annual salary to be between $98,121 - $122,651.

The final salary is influenced by the location of the incumbent and may fluctuate based on the qualifications, skills, and market considerations, ensuring alignment with internal and external pay equity standards.

Who we are:

Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with ten offices across the country. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Miller Thomson LLP is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.

This is an existing vacancy, replacing a previously filled position.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually, and only those selected for an interview will be contacted. No phone calls or agencies, please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require accommodation, please inform our People and Culture department of the nature of the accommodation that you may require, to ensure your equal participation.