The Workplace Services Coordinator provides continuous support and delivers exceptional customer service to all lawyers and staff, including handling office services, administrative tasks, mail, and general document production. This is a hybrid role that involves both reception coverage and the execution of local workplace services tasks. The coordinator will also perform records management duties, including paper and digital file maintenance, as well as supporting various special projects as needed.

This is an overtime eligible position which requires on site presence at the Vancouver office 5 days a week.

The salary range of $60,000 to $70,000 – depending on experience level and overall qualifications - reflects our firm’s reasonable expectation of pay at the time of posting in accordance with BC’s Pay Transparency Act.

Key Responsibilities

• Greet employees, clients, judicial officers, and other visitors who come to our office’s reception area and respond to any inquiries they may have.
• Answer, field, and transfer calls; redirect emails in a courteous & professional manner.
• Ensure the general cleanliness and organization of office, including reception area, kitchen, work areas and conference rooms.
• Order and maintain kitchen, office and printing supplies.
• Handle photocopying, scanning, binding, and printing requests; document organizing and compiling, as needed.
• Schedule all conference room and visitor office bookings.
• Reserve, prepare, and tidy conference rooms for meetings: this includes making coffee/tea, ordering and setting up of refreshments, breakfasts, and/or lunches prior to any meetings.
• Collect, sort and distribute mail and courier packages; pick up/drop off mail at Canada Post and schedule overnight couriers as needed.
• Send, monitor and distribute both incoming and outgoing faxes to ensure documents reach the correct recipients.
• Assist with purging and closing files for delivery to offsite storage & maintain an updated closed file ledger.
• Assist with downloading of electronic records.
• Attend to bank-related tasks as needed.
• Assist with administration of office access cards.
• Assist in managing local library inventory and supervise library filing updates.
• Scan, save, submit and approve monthly invoices and office credit card reconciliations.
• Resolve office maintenance issues where possible.
• Maintain contact with the building management for any inquiries concerning the premises (e.g. HVAC, repairs, emergency coordination, etc.).
• Act as onsite liaison to support IT (eg. equipment setup, including printers, monitors and video conferencing)
• Lead, plan and execute office events.
• Take part and assist in executing North American office initiatives.
• Take initiative to resolve issues relating to all tasks with a sense of urgency.
• Perform other related tasks as needed.

Essential Skills & Experience

• College diploma in office automation, secretarial studies, administration, or relevant experience.
• Minimum of 2 years of similar or relevant experience in the legal sector ideally or another professional services environment.
• Working knowledge of general IT operations and systems.
• Ability to use the Microsoft Office suite at an intermediate level; knowledge of the iManage document management system is a plus.
• Strong sense of organization, marked attention to detail, accomplish tasks with diligence.
• Ability to multitask and to show flexibility by adapting to evolving needs.
• Demonstrate professionalism when communicating and interacting with clients, visitors, and Clyde & Co staff members, both locally and globally.
• Excellent interpersonal skills, tact and discretion.
• Ability to work both independently and within a team.
• Sound judgement, resourcefulness and ''can do'' attitude.

Why Join Us? Benefits At Clyde & Co, we believe in supporting your professional growth while ensuring you have the flexibility and benefits you need to thrive. Here’s what you can look forward to:

• Generous Paid Time Off – Generous paid time off, holidays, plus an annual “wellbeing” day.
• Comprehensive Health Benefits – Medical, dental, and vision coverage for you and your family.
• Robust Disability Coverage – Comprehensive short-term and enhanced long-term disability plans.
• Referral Rewards – Earn generous bonuses for introducing talented colleagues to our team.
• Mentorship & Career Growth – Access strong mentorship, global training programs, and career development support.
• Hybrid Work Flexibility – Enjoy a perfect balance between remote and in-office work for most positions.
• Engaging Culture – Participate in exciting social events, volunteer and community service initiatives, and professional development opportunities.
• Inclusive Parental Leave – Six months fully paid, for all parents regardless of gender or path to parenthood.

The Firm When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy Please take a moment to read our privacy notice.. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.