What do we want our Office Manager to do?

Perform basic bookkeeping tasks to improve business workflow.

  • Enter data to ensure ownership has the information they need to make great decisions
  • Create invoices for clients based on project milestones
  • Maintain up-to-date accounts receivable and accounts payable
  • Monthly reconciliation of bank accounts and credit cards
  • HST calculation and payment preparation quarterly
  • Process payroll through Payworks

Maintain our project management system as an up-to-date and useful tool.

  • Enter projects, milestones, timelines, and budgets in the PM system in a timely fashion
  • Transition incoming support ticket tasks to the PM system
  • Maintain office efficiency by planning & implementing office systems and equipment procurement
  • Ensure that time tracking and data entry is completed consistently by team members
  • Meet with team members, in conjunction with the Creative Director, to discuss projects and make sure our process matches our clients’ desired outcomes

Lead our Human Resources initiatives and work with the leadership team to help improve and create policies and procedures around:

  • Recruitment and hiring
  • Training and development
  • Payroll and benefits
  • Employee retention
  • Creating a safe, healthy, and productive environment
  • Communication across the organization
  • Prime contact/administrator for Group Benefits program

Communicate with clients on a variety of topics and projects, and provide team support.

  • Assist in the creation of reports, presentations, and RFPs for clients
  • Deal with client correspondence and questions with appropriate team members
  • Communicate with printers to provide print estimates to clients
  • Work with the leadership team in creating and implementing client outreach processes and campaigns
  • Process paperwork for new employees
  • Provide support to the entire team as needed
Qualifications
  • Proven success in a similar role
  • Practical experience or an educational background in project management concepts
  • Highly organized multitasker who works well in a fast-paced environment
  • Willingness to learn and to grow with the company
  • Excellent interpersonal, communication, time management, and organizational skills
  • Ability to handle sensitive information
  • Attention to detail in submitted work and communications
  • Proficient with Microsoft office software suite
  • A working knowledge of complete bookkeeping for an HST business would be valuable
  • QuickBooks Online experience an asset but not essential