Office Manager

3 months ago

Edmonton, Canada Aerostudies Inc. Full time

**Position: Office Manager (Maternity Leave Coverage)**

**Aerostudies** is a leader in online training solutions for aviation. Our world-class online training software is used by hundreds of aviation companies across North America to create and manage their training online—easily and affordably. After 20+ years of client referral-based success, we are excited to market our solutions to a broad range of opportunities and accelerate our growth globally.

Are you an experienced Office Manager with a talent for optimizing workplace efficiency? Are you a strong multi-tasker and highly organized? This is your opportunity to shine Reporting directly to the CEO, you'll oversee daily office operations, ensuring smooth workflows and effective communication. Your day will never be dull, as you will frequently shift from task to task during this exciting time for Aerostudies. Your organizational skills will enhance productivity, maintain a well-organized workspace, and contribute to various areas of the business that significantly impact the overall success of the company.

**This is a maternity leave contract that requires the applicant to be flexible with their employment term.**

This role offers a wonderful opportunity for a driven individual to showcase their ability to make a significant impact in only a brief period of time. If you have experience in a similar role and believe you can be a great addition to our team during this exciting chapter in Aerostudies' history, we hope to hear from you

**Responsibilities**:

- **Office Administration**: Oversee daily office operations, ensuring smooth workflows and efficient processes
- **Communication**: Facilitate effective communication with the team regarding events, team huddles, policy changes, and building notifications, ensuring important information is shared
- **Research**: Evaluate various suppliers, events, policies, products, procedures, or software and provide educated suggestions as needed to the CEO for further evaluation and implementation
- **Problem Solving**: Address and resolve operational issues or employee concerns in a timely manner
- **Event Coordination**: Organize company events, meetings, and team-building activities
- **Human Resources**: Manage HR functions such as recruitment, onboarding new employees, maintaining employee records, coordinating training sessions, and communicating policy changes
- **Policy Implementation**: Research various policies for consideration; once approved, include them in the policy manual and enforce office policies and procedures to enhance productivity and compliance. Discuss issues with the CEO when recognized
- **Accounts Receivable/Payable**: Manage invoicing processes, track payments, and ensure timely collection of outstanding invoices; oversee vendor invoices, process payments, and maintain accurate records of all transactions
- **Bookkeeping and Reconciliations**: Maintain accurate financial records, perform monthly account reconciliations, and ensure all transactions are recorded in a timely and precise manner
- **Budgeting**: Generate budgets for various trips or events to be approved by the CEO; track and maintain records of all expenses for accurate calculations
- **Reporting**: Prepare and present reports on office performance, expenses, and operational efficiency as needed; prepare for fiscal year-end through regular use of control sheets and records storage; prepare regular financial reports for the CEO and any other HR, investing, or financial considerations/reflections in the office

**Qualifications**:

- Degree or Certificate in Business or a related field required, unless accompanied by 5+ years of experience
- Proven experience in office management, administration, bookkeeping, or a similar role
- Experience leading HR activities
- Strong knowledge of accounts receivable and accounts payable processes
- Proficiency in QuickBooks Online and Microsoft Office Suite (Excel, Word, Outlook)
- Excellent organizational skills and attention to detail
- Demonstrated ability to take initiative, prioritize tasks effectively, and focus on delivering high-quality work rather than quickly produced work
- Willing to give each task the time it deserves, following up on incomplete tasks regularly and reaching out to other team members or the CEO when needed to ensure that tasks are completed in a timely manner
- Must be self-motivated and a perfectionist with your work
- Strong verbal and written communication skills
- Ability to work independently and as part of a team

**Perks & Benefits**:

- Free secured underground parking
- Great amenities
- Health, Dental & Vision Coverage
- Completion Bonus

**Why Work for Us?**

**How to Apply**:
**Job Type**: Fixed term contract
Contract length: 4-6 months

Additional pay:

- Bonus pay

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB

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