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Office Operations Manager
2 months ago
Job Description: Office Operations Manager
Working Model: 4x a week in office- Downtown Toronto
Position Overview:
The Office Operations Manager plays a pivotal role in overseeing the smooth functioning of various operational aspects within the office environment. This multifaceted position involves managing accounting tasks, human resources functions, technology implementations, and marketing/advertising initiatives. The ideal candidate will be highly organized, detail-oriented, and possess strong leadership and communication skills.
Key Responsibilities:
Accounting:
- Provide support to accounting clerks in resolving issues related to accounting processes and client matters.
- Execute write-offs and file closings as necessary.
- Manage monthly billings and trust transfers, ensuring accuracy and timeliness.
- Oversee trust and general bank accounts, including reconciliation and management.
- Prepare and balance monthly bank reconciliations.
- Process semi-monthly draws for partners and calculate yearly bonuses.
- Review monthly reports, reconciliations, and general ledger entries.
- Conduct monthly review and reconciliation of expense accounts.
- Review and manage monthly Visa and Rogers cell phone statements.
- Prepare weekly bank reports for partners.
- Supervise and train accounting clerks, ensuring adherence to best practices.
- Produce and submit year-end reports for regulatory compliance.
- Complete year-end journal entries and reconcile financials.
- Manage year-end processes for Holdcos and professional law corporations.
- Reconcile and submit monthly HST, EHT, and CPP reports.
- Keep abreast of accounting processes and ensure compliance with regulations.
Human Resources:
- Process biweekly payroll and post month-end journal entries.
- Administer group benefits and manage partner benefit claims.
- Handle office and professional insurance policies.
- Review and maintain employee manuals, updating as necessary.
- Conduct yearly reviews of group benefits plans and research staff salaries.
- Manage staff hiring process and handle staff issues.
- Supervise staff and act as a liaison between staff and lawyers.
- Track vacation and sick days and ensure compliance with employment standards.
- Research and update office policies according to government regulations.
- Assist in planning firm events and activities.
- Participate in TLOMA member monthly seminars.
Technology:
- Collaborate with IT technician to research, review, budget, and purchase required software and hardware.
- Provide basic tech support for office staff.
- Supervise installation of new software programs and systems, including phone systems.
Marketing/Advertising:
- Review, maintain, and administer website and social media platforms.
- Conduct ongoing research on Google ratings and online presence.
- Design and submit advertising for online magazines and websites.
- Ensure firm's visibility and reputation in the legal community.
Qualifications:
- Bachelor's degree in Business Administration, Finance, Accounting, or related field preferred.
- Proven experience in office management, finance, or accounting roles- must come from a LAW FIRM.
- Strong understanding of accounting principles and practices.
- Proficiency in relevant software applications (e.g., Microsoft Office Suite, accounting software).
- Excellent communication, organizational, and leadership skills.
- Ability to multitask and prioritize tasks effectively.
- Experience in human resources management is a plus.
- Familiarity with legal industry practices and regulations preferred.
Note: This job description outlines the primary duties and qualifications for the Office Operations Manager role. Additional responsibilities may be assigned based on the needs of the organization.