Office Manager
3 weeks ago
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The incumbent will have the ability to work independently on projects, from conception to completion, manage external client needs, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Key responsibilities include the accurate and timely preparation and analysis of all facets of the financial operations of the company, including financial statement preparation, cash management, budget preparation and analysis, accounts receivable, accounts payable, and all other fiscally related duties. As well the Office Manager will oversee employee benefits, payroll, and perform other administrative duties as required.
**Financial Duties and Responsibilities**
- Responsible for delivering timely and accurate financial reporting, month end close, cash management reports, and balance sheet reconciliation.
- Responsible for cash management, including performing international wire transfers, EFT payments, online banking and maintaining lines of credit and loans.
- Maintain professional banking relationships.
- Implement and maintain Avetta compliance as well as other customer software procurement programs such GEP Smart, Open Invoice, Track Invoice, Requis, SAP Ariba Network/SLP
- Process new customer credit references and assign credit limits and terms.
- Accounts Receivable calls and reporting
- Provide reporting for budgeting, forecasting and projection purposes.
- Determine internal audit scope and develop annual plans.
- Review payroll taxes and ensure timely payment of payroll and corporate taxes.
- Prepare quarterly GST/HST returns and monthly PST returns.
- Prepare CBSA CUSMA report filing and payment.
- Prepare and file employee T4’s.
- Prepare annual WCB annual return.
- Monitor foreign exchange rates.
- Prepare monthly, quarterly and annual financial statements, bank reports, and various detailed analysis reports.
**Administrative Duties and Responsibilities**
- Maintain an organized file system and comply with record retention requirements.
- Maintain vendor relationships for stationery, office supplies, kitchen organization, and management of related contracts/contractors
- Organize and manage project launch events and celebrations with the team on completion
- Coordinate public communications and social media
- Maintain corporate registration, records, business licenses
- Arrange and maintain software and business licenses and equipment
- Manage facilities
- Manage staff remote and in-office equipment
**Corporate Services Duties and Responsibilities**
- Gather appropriate information from employees and maintain personnel files.
- Maintain and update employee benefits handbook and issue handbooks to employees.
- Maintain employee vacation records.
- Submit benefit claims for management.
- Monitor company insurance policies annually.
- Coordinate health care for employees involved in on-the-job accidents, report the information to the insurance company, maintain government forms required in such an event, and maintain accident records.
- Support a proactive safe environment, with emphasis on good housekeeping techniques.
- Greet and onboard new hires
- Check and review payroll
- Working with external fractional HR, formalize recruitment programs and processes, retention programs and processes, performance management, succession planning.
**Knowledge Abilities and Skills**
- Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Expert-level written and verbal communication skills
- Demonstrated proactive approach to problem-solving with strong decision-making capability
- Highly resourceful team player, with the ability to also be extremely effective independently and interact positively with different personality types
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
- Forward-looking thinker, who actively seeks opportunities and proposes solutions
**Knowledge and Experience**
- At least 5 years of Office management experience
- Project experience is an asset
- Microsoft and financial software experience
- Accounting designation preferred
**Job Types**: Full-time, Permanent
**Salary**: $70,000.00-$80,000.00 per year
**Benefits**:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
**Experience**:
- Accounting: 5 years (required)
- Office Manager: 5 years (preferred)
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