Office Manager

1 week ago


Ottawa, Canada MGIS Inc. Full time

The Office Manager will play a crucial role in overseeing a variety of administrative duties to ensure smooth and efficient operations within our accounting firm. The individual will act as a linchpin, maintaining proper communication with clients, managing our internal bookkeeping, and ensuring the timely execution of financial transactions, among other responsibilities.

Key Responsibilities:

  • Client Packages: Finalize and dispatch corporate and individual packages to clients with accuracy and professionalism.
  • Invoice Management: Process and track vendor invoices, ensuring timely and accurate payments.
  • Client Payments: Oversee the collection of payments from clients and record transactions meticulously.
  • Bookkeeping: Manage the firm's internal bookkeeping to maintain up-to-date and precise financial records.
  • Payroll & HR Functions: Handle payroll, monitor employee vacation days, and manage related HR tasks.
  • General Office Duties: Manage routine tasks such as ordering supplies and conducting phone discussions with clients.
  • Team Support: Provide administrative support to team members to promote efficient workflow.
  • Meeting Coordination: Organize and prepare for meetings, ensuring that all required materials are ready.
  • Document Management: Uphold a structured filing system for both electronic and paper-based documents.
  • Facilities Management: Supervise office maintenance tasks and coordinate with service providers.
  • Staff Onboarding: Aid in the and integration process for new employees.
  • Calendar Management: Oversee the firm's main calendar, ensuring seamless scheduling of appointments and events.
  • Vendor Relations: Build and maintain beneficial relationships with vendors and negotiate necessary contracts.
  • Communication: Act as the primary contact for general inquiries, ensuring queries are addressed promptly.
  • Budget Oversight: Assist in creating and supervising the office budget.
Requirements

Qualifications:

  • Relevant experience in an Office Management or similar administrative role.
  • Proficiency in QuickBooks. Familiarity with Caseware, Tax Prep, or similar accounting software is advantageous.
  • Strong competence in using Microsoft Office Suite.
  • Fluent in English; bilingual capabilities in French is a plus, although only a minimal requirement.
4-weeks holidays & 10 sick days

Note: Work commitment includes Saturdays during March and April, with Fridays off during the summer months.

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