Hybrid Client Services Representative bei Torys LLP

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.