Facilities Coordinator

Job Description

McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. At McCarthy Tétrault, we offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada’s Top 100 Employers and to have earned the distinction of one of Canada’s Best Diversity Employers for the thirteenth consecutive year in 2025. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

We are recruiting for a Facilities Coordinator to join our team in our Vancouver office. The successful  candidate must have a minimum of 3 years of experience in facilities management, office operations, building maintenance, and vendor coordination and will be responsible for coordinating day-to-day facilities operations and maintenance, managing landlord and vendor relationships, supporting health and safety and business continuity initiatives, overseeing office moves and workplace setup activities, and maintaining facilities administration processes. McCarthy Tétrault employees benefit from a hybrid work environment with 4 days in the office per week. This position is to fill an existing vacancy.

 

Salary Range: $57k – $67k annually The offered salary may vary based on the candidate’s job-specific knowledge, skills, and experience.

 

As a Facilities Coordinator, you will be:

• Acting as first contact on Landlord Call Tree for after-hours issues. Triage issue, escalating as necessary to Manager.
• Reporting to the Manager on a regular basis regarding projects, problems encountered and recommendations. 
• Acting as part of the Business Continuity Program (BCP) Team. Maintaining and updating relevant documents including but not limited to contacts and vendor lists. Available to answer the BCP Hotline after hours.
• Maintaining and updating complete set of Standard Operating Procedures. Liaising with other offices to ensure Firm wide standards where applicable.
• Maintaining key metrics for Facilities such as new hires, moves, departures, landlord service calls and vacancies.
• Coordinating and participating in monthly Landlord meetings. Documenting minutes, distributing minutes and following up on outstanding issues. Circulating any relevant communications internally from the Landlord concerning issues or work on premises.
• Participating as a member of the Joint Health & Safety Committees, conducting and documenting workplace inspections when necessary. Arranging training for Fire Wardens, First Aid personnel (where applicable), and ensuring emergency procedures are maintained.
• Participating in new hire orientation, covering emergency procedures and Facilities related procedures.
• Upon approval from Human Resources, ordering ergonomic supplies and equipment, arranging for installation of equipment or repairs when necessary, and maintaining an inventory of equipment on premises.
• Collaborate with the Manager to identify yearly Business as Usual (BAU) and Capital projects for inclusion in the budget, obtain quotes from trades, vendors and suppliers. Assist in monitoring costs throughout the year.
• Overseeing the daily maintenance and upkeep of the premises, take appropriate action for any repairs or replacement as needed. Liaising with vendors and service providers to schedule approved repairs, ensuring expected service levels and timelines are met. Follow up on any outstanding repairs.
• Conducting a yearly Deficiencies Audit of the premises for larger repairs or upgrades, obtain quotes and prepare report for Management review and approval. Process purchase orders in P2P, coordinate work with vendors or trades, arrange afterhours access, supervising when necessary.
• Conducting initial move plan meetings with internal clients, advising Manager of requirements. Schedule and organize moves by contacting appropriate individuals externally and internally, documenting all details to ensure proper organization. If required, being available to perform or monitor afterhours moves.
• Updating of floorplans when changes occur.
• Responding to Facilities emails, phone calls and requests in a timely manner. Communicating to clients expected dates of resolution of issues or fulfilment of orders.
• Maintaining records for all equipment, including location, serial numbers, date of purchase and maintenance requirements for equipment for which Facilities is responsible. Schedule maintenance as required, arrange access and be available for supervision if afterhours scheduling is required.
• Maintaining an inventory of all furniture and other goods and supplies in storage onsite and offsite. 
• Ordering business cards and maintaining all signage for the Firm including but not limited to facilities and safety signs, office name plates, boardroom signage.
• Maintaining the Firms’ key and security access card inventory, ordering new keys and cards when required. Preparing semi-annual access card audit reports to be vetted, reviewed and approved by Directors and Managers, initiating changes when required. Work with internal stakeholders regarding access, elevators, permits and lights for events.
• Maintaining parking records, problem resolution when required.
• Assisting in the arrangement of individual office setups, setting up of offices for new hires and removal of items upon departures.
• Ensure Vendor Management Office (VMO) has all onboarding information for new vendors for the Firm. Process all purchase orders in P2P, approval of invoices in P2P, ensuring accuracy of invoice details and work performed. 
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• High School Diploma. Relevant post-secondary education an asset.
• 1 – 2 years of project management experience an asset
• Minimum of 3 years of related experience, preferably acquired in a professional services environment.
• Intermediate Microsoft Office Suite (Excel, Power Point, Word, SharePoint).
• Capacity to stand and walk for prolonged periods.
• Self-motivation with ability to multi-task and meet deadlines 
• Frequent heavy lifting (approx. 50 lbs) and bending required.
• Ability to work manually

As a member of the McCarthy team, you will have access to:

• Competitive compensation including paid overtime.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply: 

 

We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application.

 

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.