Office Services Assistant

Join a team dedicated to delivering outstanding client service.

Cox & Palmer is a full-service, top-ranked Atlantic Canadian law firm with the knowledge and experience clients rely upon for solid legal solutions. The firm prides itself on a collegial work atmosphere and supportive team environment.

We hire self-motivated, team-minded individuals with a strong work ethic, integrity and a commitment to client service.

We are seeking a permanent, full-time Office Services Assistant to join our Halifax office and support the day-to-day operations of our busy office environment.

Summary of Responsibilities

We are seeking a client service-oriented Office Services Assistant to join our team and support the day-to-day operations of our busy office environment. Reporting to the Facilities & Events Manager, the Office Services Assistant will provide operational support across reception, mailroom, event coordination/execution, facilities, and more. The ideal candidate will bring a proactive and detail-oriented approach to their work, taking pride in delivering outstanding service and maintaining professional office standards.

Events & Facilities

• Ensure boardrooms, client meeting spaces, reception areas, and common areas are maintained to a consistently high professional standard;
• Assist with planning and execution of internal meetings, client events, and additional Firm-hosed functions;
• Coordinate catering orders, including obtaining quotes, placing orders, and managing food delivery/setup;
• Support the preparation of event spaces and assist with setup and teardown;
• Monitor and replenish office and kitchen supplies as needed.

Reception & Client Services

• Provide reception coverage as required, including welcoming clients and visitors in a professional and courteous manner;
• Answer and direct incoming telephone calls promptly and professionally;
• Assist with visitor arrivals, meeting logistics, and coordination with legal and administrative teams.

Mailroom & Courier Services

• Process incoming and outgoing mail, courier packages, and deliveries accurately and efficiently;
• Coordinate courier requests and maintain relationships with courier providers;
• Distribute mail and deliveries throughout the office in a timely manner.

Skills & Qualifications

• Minimum 1-3 years of experience in office services, reception, hospitality, facilities, or administrative support, with preference given to those who have experience in a professional services or legal environment;
• Client service-oriented with a strong sense of professionalism;
• Exceptional customer service and interpersonal skills;
• Strong organizational skills and attention to detail;
• Ability to manage multiple priorities and adapt in a fast-paced environment;
• Flexible and willing to assist across a variety of operational needs;
• Comfortable interacting with a variety of stakeholders including internal teams, clients, vendors, caterers, and building personnel.

Cox & Palmer provides a competitive compensation and benefits package, including:

• A generous paid vacation allowance;
• Three flex days per year;
• Paid sick days;
• Firm paid Health, Dental, and Life Insurance plans;
• Group Pension Plan with employer matching contributions;
• Employee and Family Assistance Program;
• An annual Health and Fitness Allowance.

Equity, Diversity & Inclusion
We understand the value that an equitable, diverse, and inclusive workplace brings to our people, our clients, and the communities we serve.

We welcome and encourage applications from persons who identify as women, visible minorities, Indigenous, persons with disabilities, members of the 2SLGBTQIA+ community/people with diverse gender identities and sexual orientations.

Applicants from these equity-priority groups may self-identify in their application.

In the course of the hiring process, candidates are entitled to seek necessary accommodations. We urge candidates who are invited for an interview and need specific accommodations to engage in a conversation with our recruitment team to explore how we can best support them during this process.