The Office Manager is responsible for the overall delivery of the legal and administrative support services provided to principals with a focus on workload management and distribution, service quality and efficiency. Reporting to the Director, PR and Admin (MTL), this role acts as a key support for staff by removing barriers that impede productivity, helping balance workloads, scheduling, identifying and sharing best practices and ensuring the right tools, technology and training are available to perform accordingly. In addition, this role is the first point of contact for all office premise-related matters.

Scheduling/Work Allocation

• Act as the key contact for principals with respect to all issues pertaining to legal support, involving the Director, Legal Support for direction and coaching as required. In addition to the formal performance management process, proactively check in with principals to ensure service requirements are being met. 
• Ensure equitable work distribution by regularly reviewing workload allocation, balancing complexity and volume of assignments, and adjusting as priorities or capacity change.
• Take accountability for the key performance metrics for legal support including analyzing reports for overtime, utilization, headcount and ratio, and work with the Director, Legal Support to recommend any changes needed.

Team Engagement

• Establish healthy and productive relationships with employees by being a role model for respect, open communication, and supportive collegial behaviour.
• Act as the key support for legal support by removing barriers that impede productivity, help balance workload, and scheduling. Address any individual or interpersonal issues with open communication and shared problem solving. Find opportunities to recognize individual and team successes.
• Work with the Director, PR & Admin (MTL) and HR to recruit and make staffing decisions and take an active role to welcome and orient new hires.

Standards & Continuous Improvement

• Proactively obtain input from legal assistants and principals about their support and training requirements, and contribute to the development of performance standards, service offerings, and standard operating procedures.
• Work with the Director, PR & Admin (MTL) to identify any current inefficiencies, best practices, and training solutions to support the development of technical and administrative capabilities of the team.
• Participate in projects and initiatives as required.

Performance Management

• Organize and execute the review process for legal and business services staff. Interview principals to obtain formal (annual) and informal feedback about individual performance and work closely with the Director, PR & Admin (MTL) and HR to ensure performance ratings are delivered fairly and consistently.
• Together with principals, draft and deliver a balanced performance review, and be supportive to individuals by addressing any performance issues or learning goals with development and training plans.
• Work with Director, PR & Admin (MTL) and HR to determine year-end salary and bonus recommendations, in line with salary structure and incentive guidelines. 

Recruitment and Onboarding

• Work with the Director, PR & Admin (MTL) and HR to participate in interviews for legal support and business services positions, including preparing job descriptions, reviewing resumes and qualifications against search criteria, scheduling interviews and liaising with other departments as necessary.
• Manage the onboarding and integration process, including initial correspondence and orientation schedules. Take the lead in welcoming and introducing new hires to the office and firm.

Facilities/Premises

• Act as the point of contact for all office premise-related matters. Work closely with Director, AV & Office Services and Director, PR & Admin (MTL) on office renovations and/or expansions as required.
• Plan, coordinate, and execute Montreal firm events and initiatives ranging from day‑to‑day internal activities (e.g., social events, staff appreciation, Mental Health Week, charitable initiatives) to large‑scale firmwide events. This includes leading and collaborating closely with the Toronto office to ensure smooth logistics, strong cross‑office alignment, and a consistently high standard of professionalism and client experience.

Vendor Engagement

• Work with management to negotiate terms of contract and oversee work performed by vendors to ensure they adhere to the terms and service level agreements. 
• Establish and maintain relationships with key vendors (cleaning, maintenance, supplies, couriers and security staff) and act as the liaison to translate business requirements with external contractors including general contractors, furniture vendors & refinishers, AC and electrical contractors, courier, office supplies, etc.

Budget

• Work with management to establish expense and revenue (recoveries) budgets and monitor actuals against budgets, raising any issues as required. Provide forecasts and updates as changes occur.

• Post-secondary degree or diploma, or equivalent experience to successfully complete the essential requirements of the role.
• 8-10 years of experience managing vendor relationships, preferably in a professional services firm.
• Experience coordinating a team, overseeing a project, or coaching people is preferred.
• Proficient in MS Office product suite, as well as experience working in document management and time entry billing systems.
• Strong interpersonal skills with a proven ability to establish and build trust-based working relationships.
• Natural ability to establish, lead and be a role model for healthy team dynamics such as supportive collaboration, inclusive communication, joint problem solving, and conflict resolution.
• Track record of challenging the status quo to make things better, improving ways of working, and delivering service in a more efficient and effective way.
• Exceptional client service skills with a proven track record of ‘going above and beyond’ to service clients.
• Excellent communication skills (written and oral); ability to interact effectively with individuals at all levels within the organization with tact and diplomacy.
• Strong organizational, attention to detail, and time management skills to effectively prioritize and meet deadlines in a high-pressure environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Ability to work overtime to meet client demands when required.

This position is part of our hybrid work model with 4 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate's skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.