About Us:

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Culture:

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Role Overview:

Our Vancouver office is currently recruiting for a Manager, Facilities & Business Services in our Facilities & Business Services Department, reporting to our Chief Administrative Officer. The Manager, Facilities & Business Services oversees the various functions of the facilities and business services departments at the regional office.

The successful candidate will be responsible for:

• Overseeing the day-to-day operations of the facilities and business services departments, including prioritizing tasks for the department, ensuring appropriate staffing levels and equitable distribution of workload.
• Developing and standardizing processes for all operations and business services areas.
• Identifying, evaluating, and implementing efficiencies and improvements to existing and new processes and procedures and ensure team members are trained.
• Participating in planning and forecasting of budgets and monitor actuals against budgets, raising any issues and cost reduction strategies with the Chief Administrative Officer. Provide forecasts and updates as changes occur.
• Collaborating with peers and other Office Service team members in the Toronto and Calgary offices to share best practices.
• Actively participate in projects as set out by the Chief Administrative Officer.

Facilities

• Ensuring premises are always maintained and in good repair. Conduct regular inspections of the premises, oversee minor repairs and follow up with the premises team, building management and outside suppliers to correct deficiencies in a timely manner in accordance with safety and Firm standards.
• Monitoring and managing any issues with building management, including but not limited to security, HVAC, electrical, and plumbing issues.
• Overseeing all internal office moves, develop moving plans to ensure orderly execution and ensure resources are allocated (labour, materials) to complete the moves. Oversee any work performed by outsourced movers.
• Ensuring inventory records of all furniture, equipment, and assets, including purchase dates, price, service repairs and product specifications are current and accurate. Identify and provide recommendations for disposition, repair, and purchase.
• Managing and ensuring vendors adhere to service level agreements. Work with the Chief Administrative Officer in recommending any vendor or service level changes.

Supplies and Procurement

• Ensuring competitive pricing from suppliers and research new suppliers, where appropriate.
• Developing national supply standards for processes, policies, and procurement.
• Overseeing the inventory management of supplies to ensure efficient ordering processes and service levels are maintained.

Business Services

• Overseeing the management of resources, directing and scheduling essential central services
• Recommending, developing, and implementing processes to standardize services and ensure service levels are consistently maintained.
• Identifying and developing workflow efficiencies to ensure accurate and timely service.

Vendor Management

• Establishing and maintaining relationships with key vendors (cleaning, maintenance, supplies, couriers, security staff) and contractors (general contractors, furniture vendors, AC & electrical contractors) to ensure high quality service.
• Negotiating terms of contract and oversee work performed by vendors to ensure they adhere to the terms and service level agreements.
• Liaising with Property Management on all building related matters and maintain good relations.
• Engaging and consulting external subject matter experts on project and non-standard work activity or services.

People Management

• Providing direction, coaching and development support of the teams to ensure they are engaged and capable of delivering on their accountabilities and meeting established service standards.
• Actively participating in recruitment, training and performance evaluation of the teams and make recommendations for staffing, where appropriate.

Health and Safety

• Ensuring premises and equipment meets the required health & safety requirements and ensure monthly inspection and audit of premises is conducted.
• Ensuring individuals within the facilities team have appropriate ergonomic training to provide in-house assessments.
• Active member of the Firm’s Health and Safety Committee.
• Managing the life safety program, evaluate, and develop safety procedures and policies.
• Overseeing the annual building fire drill, train, and inform the Emergency Response Team and recruit volunteer members if needed.

Hospitality

• Providing exceptional customer service by greeting and assisting guests, addressing inquiries, and ensuring a welcoming atmosphere.
• Planning and coordinating events, including meetings, conferences, and social gatherings, ensuring all logistical details are managed efficiently.
• Building and maintaining positive relationships with our people, guests, ensuring their needs and preferences are met to enhance their overall experience.
• Training, supervising, and motivating staff to deliver high-quality service and maintain a professional environment.

Corporate Workplace

• Project Planning and Coordination : Overseeing the planning and coordination of office renovation projects, including timelines, budgets, and resource allocation to ensure successful project completion.
• Vendor Management : Managing relationships with contractors, suppliers, and other vendors, negotiating contracts and ensuring timely delivery of materials and services.
• Design and Layout: Collaborating with architects and designers to develop office layouts and design plans that meet the functional and aesthetic needs of the organization.
• Compliance and Safety: Ensuring all renovation activities comply with local building codes, safety regulations, and company policies to maintain a safe and compliant work environment.
• Communication and Reporting: Maintaining clear and consistent communication with stakeholders, providing regular updates

The successful candidate must have the following education, experience and/or demonstrated skills:

• Post-secondary education in Facilities Management or equivalent work experience to successfully complete the essential requirements of the role, preferably in a professional services environment.
• 10 years of related management experience, directing staff to ensure timely achievement of departmental and organizational goals, within prescribed policies, procedures, and standard business practices.
• Certificate in Facilities Management an asset.
• Experience in Office built out is an asset
• Hospitality experience is an asset
• Leadership skills to inspire teams and colleagues.
• Proficiency in Microsoft Office, with advanced Word, Excel, and Outlook skills.
• Exceptional verbal and written communication skills with the ability to communicate with all levels of the organization, including third parties.
• Solid experience with establishing and monitoring budgets, expenditures, and forecasting.
• Strong analytical skills with the ability to provide and implement recommendations.
• Solid project management skills and ability to work with minimal supervision.
• Certified in First Aid and Health and Safety.

Employment Type: Permanent, Full-Time (On-Site )

Salary: $95,000 - $110,000 Annually

What we offer:

• Competitive compensation + Extended Health & Dental Care.
• RRSP Matching Program.
• Education/tuition allowance.
• Fitness Reimbursement Program.
• Diversity and Inclusion Centric Culture.
• A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
• A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
• A business casual dress code (client/day specific).
• Employee referral bonus.
• A hybrid work environment.

Cassels is an equal opportunity employer with a strong commitment to diversity, inclusion, equity and an accessible environment. It is our priority to remove barriers to provide equal access to employment. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities. All qualified candidates are encouraged to apply, and we will provide appropriate accommodation for candidates with disabilities or accessibility needs throughout the recruitment process, upon request. Please contact our recruiter for any questions, accommodations or specific requests.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purposes.