Office Services And Records Clerk

The Role

The Office Services and Records Clerk position involves providing constant assistance and delivers exceptional customer service to all lawyers and staff, namely providing general document production, mail and other Office Services support. They will also perform records management related tasks including paper and digital file management, fulfilling client record requests and a variety of special projects as needed.

Work schedule 9:00 to 5:00 pm - On site at the office full-time

This is a maternity leave replacement of approximately 18 months.

Key Responsibilities

• Office and Records Clerk Duties
• Handle photocopying, binding, and printing requests as needed;
• Purchase and restock office supplies:
  • Monitor regular paper supply and firm stationary
  • Replace paper in the printer trays for our copier machines including daily office walk to replenish paper supply at the individual printers located around the office
• Collect, sort and distribute mail and courier packages:
  • Pick up/drop off mail at Canada Post and attend to overnight couriers
  • Fill out bills of lading and communicate with courier companies to collect and track deliveries when required
• Send/monitor and distribute both incoming and outgoing faxes to ensure documents reach the correct recipients;
• Assists with downloading and saving electronic records;
• Conduct periodic check-ins to assist Legal Assistants with overflow of physical filing and rearranging files in the cabinets;
• Assist in managing local library inventory and supervise library filing updates once he/she can be trained on this task;
• Taking initiative to resolve issues relating to all tasks with a sense of urgency while keeping the Workplace Services Manager informed.

B - General Administrative Duties

• Provide the Finance team with on the ground assistance for various Finance related tasks;
• Reserve, prepare, and tidy conference rooms for meetings: this includes making coffee, ordering and setting up of refreshments, breakfasts, and/or lunches prior to any meetings;
• Ensure the general cleanliness of all the areas in the office;
• Assist Legal Assistants with photocopying, binding, printing, light IT support, and to search for/scan physical files in office when assistant is working from home;
• Assist and provide regular status updates with event planning for office social and Business Development as required;
• Maintain contact with the building owner for any inquiries concerning the premises (e.g. heating, air conditioning, repairs, etc.). In co-operation with building Property Management company address any maintenance issues;
• Scan and report all incoming regular and trust cheques to Accounts Payable Specialist for processing or redirected to other firms based on lawyer instructions;
• Act as onsite liaison to support IT with general needs like independently setting up workstation equipment, printer maintenance, data transfers and also aiding with remote troubleshooting during video conference or server errors;
• Managing and Administering Access Key Cards with building Property Management ;
• Organize the document archiving process by maintaining an ongoing ledger to ensure easy retrieval from offsite storage at Iron Mountain, if applicable;
• Take part and assist in executing North American office initiatives with fellow OA colleagues.

C - Reception Duties

• Answer, field, and transfer calls; redirect e-mails effectively in a courteous & professional manner;
• Greet clients, judicial officers, and other visitors who come to our office's reception area and respond to any inquiries they may have;
• Ensure all meetings, meeting room/visitor office bookings are entered in the system promptly and accurately;
• Entering any requests for snacks and refreshments in the boardroom booking system;
• Fill out bills of lading and communicate with courier companies to collect and track deliveries as needed;
• Maintain validity of administrative procedures including telephone extension lists, client lists;
• Handle general and special requests from visitors and staff members;
• Perform other related tasks and/or administrative duties as needed.

Essential Skills & Experience

• College diploma in office automation, secretarial studies, administration, or equivalent;
• Minimum of 3 years of similar or relevant experience in the legal sector ideally or other professional services environment;
• Onsite presence at the office 5 days per week;
• 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.

The Firm

Clyde & Co is a leading global law firm, specialising in the sectors that underpin global trade and commercial activity, namely: insurance, transport, construction, energy, trade and commodities. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal Services and commercially minded legal advice to businesses operating across the world. Clyde & Co is committed to operating in a responsible way. This means progressing towards a diverse and inclusive workforce that reflects the diversity of its communities and clients, using its legal skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment. The firm has 480 partners, 2400 lawyers, 3200 legal professionals and 5000 people overall in over 60 offices and associated offices worldwide.

Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for our clients and our firm. We:

• Work as one We are a globally connected team of talented people who act with a firm-first mentality to achieve success
• Excel with clients We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the centre of everything we do
• Celebrate difference We help each other to be at our best and believe our differences result in greater achievement
• Act boldly We seek new opportunities, take action and learn as we go, recognising that curiosity drives our development and contributes to growth

Business Services Competencies

Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people enabling them to be highly effective in their current role as well as assisting them to fulfil their career aspirations.

The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas:

• Technical Excellence
• People and Team
• Client/Stakeholder Relationships
• Service Delivery and Commercial Awareness
• Personal Effectiveness

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

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