Position Overview
The Client Services Representative is responsible for the day-to-day operations of client-facing areas, including boardrooms and reception spaces, as well as internal office environments such as staff lounges and wellness rooms.
Key Accountabilities
Client Space Management
Prepare, set up, and clean boardrooms before and after meetings, ensuring all client’s needs are met, including food and beverage services.
Configure (arrange) modular boardroom furniture according to meeting requirements.
Coordinate catering and manage the presentation and replenishment of refreshments.
Conduct dry runs and support boardroom technology setup to ensure smooth meeting execution.
Maintain cleanliness and organization of all client-facing areas, including catering pantries, universal washrooms, phone rooms, and coatrooms.
Provide backup coverage for the Receptionist during breaks/lunches, vacations, and absences.
Internal Space Management
Monitor and restock supplies in the staff lounge daily to ensure availability of refreshments and essentials.
Maintain service program on kitchen equipment (specifically HLF coffee brewers)
Maintain cleanliness and order in internal spaces such as the staff lounge, wellness room, internal offices, and shared common areas.
Ensure visitor lawyers have the office supplies required prior to arrival (e.g., pens, highlighters, paper) and switching keyboards or equipment as needed.
Attributes & Experience
1-2 years related experience, preferably within a law firm or professional services firm.
Fully bilingual (English and French).
Technical aptitude to operate and troubleshoot equipment including, presentation equipment, teleconference units, video conference units, microphones, and photocopiers.
Strong working knowledge in MS Office product suite.
Excellent client service orientation combined with the ability to manage multiple clients’ needs at the same time.
Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization, in both English and French.
Excellent interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
Proven ability to work in a fast-paced environment and under tight deadlines with accuracy and exceptional attention to detail.
Must be flexible and a self-starter who can work both independently and collaboratively within a team environment.
Sound judgment including the ability to deal with confidential information with utmost discretion.
Flexibility to work overtime on evenings and weekends as needed.
Ability to shift (push/pull) substantial boardroom furnishings (flip top tables, sliding wall partitions, etc) and lift 50-75 lbs.
Additional information
This position will be in the office 5 days per week.
