PM Execution Supervisor responsible for leading Preventative Maintenance Technicians. Ensuring safety, quality, and operational efficiency at Finning Canada across various territories.
About the role
- Supervisor of Document Services Group at leading Canadian law firm responsible for overseeing document production and leading staff. Ensuring quality and efficiency in document solutions and managing client relationships.
Responsibilities
- Managing the intake process for all document production and document support requests (assessing, prioritizing etc).
- Ensuring document production processes are followed.
- Identifying and submitting recommendations for changes to procedures to Manager, NAT-DSG, when necessary.
- Ensuring the quality and accuracy of completed work meets the standards expected by the DSG clients.
- Compiling work tracking statistics and producing reports on department activities monthly and on an as needed basis.
- Acting as a liaison between DSG and its clients regarding workflow and to address concerns and/or issues.
- Ensuring DSG staffing levels are appropriate to meet client needs. This includes recruiting for overtime assistance when necessary and approving vacation or other absence requests, lunch breaks, back-up supports and coverage schedules (i.e. statutory holidays, firm closure days etc.).
- Overnight Supervisor: Working as a member of the DSG as needed; creating various legal and other documents through copy typing, transcription, scanning or other methods. Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables (including financial tables), working with graphs and objects, using graphics applications, etc.
- Supervising and directing all functional day-to-day activities (workload, attendance, etc.).
- Monitoring and managing performance of direct reports.
- Holding staff accountable for performance expectations and results.
- Providing guidance and feedback when necessary.
- Providing coaching to staff in areas such as service quality, client service, standards and needs of the business.
- Supervising and motivating all staff including direct responsibility for performance management, development and training.
- Making recommendations to Manager, NAT DSG regarding disciplinary actions and/or terminations.
- Participating in the hiring of new employees including assisting the Manager, NAT DSG with recruitment, screening, selection and orientation.
- Attending off hour events, meetings with team and management team etc., as required.
- Assessing the skill level of staff and, where necessary, identifying training required.
- Creating training material/documentation for staff. This includes remaining current with technology and technological changes, and attending technology training sessions.
- Participating in or leading staff training sessions.
- Developing style sheets, designing macros and templates, and mastering new presentation/word processing software, as needed. This includes implementing these within DSG or more widely as appropriate.
- Working with all Supervisors to ensure consistent information is shared from one shift to another. Other duties as assigned.
Requirements
- College diploma (office administration, legal specialization or related field).
- Minimum 6-10 years of relevant document services experience.
- Minimum 3-5 years’ experience in a supervisory position is preferred.
- Experience in a professional services firm or document services department an asset.
- Highly developed problem solving, decision making, conflict management and negotiation skills, including the ability to successfully resolve performance and disciplinary issues.
- Ability to visualize and deliver creative solutions.
- Works well under pressure and adjusts to changing needs of the Firm.
- Proven ability to multi-task while demonstrating composure and the ability to handle stress and tight timelines.
- Excellent interpersonal skills and telephone manners with a personable and approachable disposition.
- Excellent communications skills in English (verbal and written) are required.
- Fluency in French would be considered an asset.
- Excellent transcription, spelling, proof-reading and editing skills; well organized, with meticulous attention to detail.
- Ability to transfer knowledge in an efficient, pleasant and effective way, using a variety of techniques.
- Capability to adapt to different work schedules (week, weekends and statutory holidays where applicable).
Benefits
- Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
- Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
- 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.
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