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Office Operations Manager

2 months ago


Toronto Ontario, Ontario, Canada Alphabet Full time

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.