Office Services Assistant

Job summary

The Office Services Assistant is responsible for managing daily office operations, including mail processing, file maintenance, and reception coverage. They also assist with office equipment maintenance, supply inventory, and event setup to ensure a professional and organized workplace.

Job details

Why join us? DWF Group is a global provider of integrated legal and business services. As part of the DWF Group, our Canadian legal team is driven by innovation, collaboration, and a shared commitment to excellence. We foster a professional, supportive, and engaging environment where our people are encouraged to grow and contribute meaningfully. With a strong focus on litigation, we continually look beyond traditional approaches to deliver progressive, creative solutions that add real value for our clients. DWF takes pride in cultivating a collegial workplace that promotes teamwork, professional development, and social connection among staff and lawyers alike. We believe people thrive when they feel supported, empowered, and part of a collaborative culture. Join us at DWF! We currently have an exciting opportunity for an Office Services Assistant in Vancouver. Responsibilities Close files and prepare for off-site storage; retrieve closed files upon request. Provide reception coverage during breaks, lunches, absences, and vacations. Assist with coordinating vendors for office equipment maintenance (excluding copiers). Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail. Handle large copy, scan, and print jobs. Assist with new hire workstation/office setup, including printing name plates and updating floor plans. Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site. Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls. Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies. Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies. Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free. Ensure fresh fruit and bistro beverage fridge are well-stocked; monitor and reorder as needed. Manage inventory and maintenance of office supplies. Handle bank deposits. Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors. Provide a positive first impression to visitors; greet clients and visitors, offer refreshments. Assist with setup and cleanup for meetings and in-house professional development seminars. Be available to work overtime occasionally. Assist with other projects as assigned. What will help you succeed in this role? 1 year+ of administrative and customer service experience Strong written and verbal communication skills. The ability to multi-task, and excellent communication Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads. Excellent attention to detail and organizational skills. Knowledge of general office procedures. Professional and polished attitude when communicating with others. Ability to prioritize and multi-task while handling a high volume of work. Ability to lift and/or move file boxes, photocopy paper, supplies, etc. (up to 50 lbs). Ability to work independently and function effectively as part of a team. Legal office experience is an asset. Must be able to work a flexible work schedule between the hours of 7:30 am to 5 pm (for a 7 hour shift +1 lunch hour) and overtime as needed. What we offer The salary range for this position is $40,000 – $45,000 per annum, dependent on experience. Our firm benefits include Extended Health benefit, Dental coverage, LTD, DI, casual dress code, wellbeing allowance, early finish ahead of statutory holidays and more. Diversity & Inclusivity Nurturing talent is very important to us. We are committed to equal opportunities in all areas of work and business. We want people to achieve their best, which will positively impact our clients and the communities in which we live and work. At DWF Group, we empower people to be themselves within an inclusive and supportive environment, enabling everyone to reach their full potential. At DWF, we believe in offering a comprehensive rewards package that extends beyond base salary. From flexible benefits to wellbeing programs, we are committed to supporting our people both professionally and personally. Our recruitment process upholds the highest standards of fairness and engagement. It may include interviews, assessments, or presentations. We aim to create a positive experience for all candidates and will provide accommodations where required. About us DWF is a leading global provider of integrated legal and business services. We empower people to be themselves within an inclusive and supportive environment, enabling everyone to achieve their full potential in line with their abilities and career aspirations.

What you’ll do

The Office Services Assistant is responsible for managing daily office operations, including mail processing, file maintenance, and reception coverage. They also assist with office equipment maintenance, supply inventory, and event setup to ensure a professional and organized workplace.

Requirements

Candidates must have at least one year of administrative and customer service experience along with proficiency in MS Office applications. The role requires the ability to lift up to 50 lbs and maintain a flexible schedule between 7:30 am and 5:00 pm.

Benefits

• Extended health benefit
• Dental coverage
• Long term disability
• Disability insurance
• Casual dress code
• Wellbeing allowance
• Early finish ahead of statutory holidays

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Teamwork · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• MS-Office · Preferred
• Multi-Tasking · Preferred
• Communication Skills · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Customer service
• Communication skills
• Multi-tasking
• MS Office
• Attention to detail
• Organizational skills
• Office procedures
• File management
• Inventory management
• Reception duties
• Teamwork
• Problem solving
• Time management
• Office Supply Management
• Office Equipment
• Organizational Skills
• Lifting Ability
• Deposit Accounts
• Lawsuits
• Customer Service
• Communication
• Innovation
• Inventory Management
• Multitasking
• Office Procedures
• Presentations
• Loading And Unloading
• Verbal Communication Skills
• Switchboard Operator
• Print Binding
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Legal
• Customer Service & Support
• Office Services Assistant
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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