Office Manager/bookkeeper

2 weeks ago

Vaughan, Canada Myeloma Canada Research Network Full time

Title: Office Manager

Salary Range: TBD

Employer: Canadian Myeloma Research Group

Location: Vaughan, Ontario (GTA)

Date Posted:
Closing Date:
Start date:
Job Description Summary:
Hours: 35 HRS/week; 8:00-4:00, Monday-Friday

Status: Permanent Full Time/Contract

Level: Five Years Experience

Education & Qualifications:

- Bachelor's degree in finance, accounting, business, or a related field (preferred).
- Proven experience in bookkeeping and office management.
- Proficiency in accounting software and office management tools.
- Strong knowledge of financial principles and relevant regulations.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Effective communication and interpersonal abilities.
- Problem-solving and analytical skills.
- Ability to work well under pressure.
- Ability to use good judgment in assessing difficult situations.
- Knowledge of general office practices, procedures, and standards

Duties & Responsibilities:
Administration
- Handle donor inquiries pertaining to donations made or how to make donations.
- Perform accounting/bookkeeping tasks using QuickBooks/Sage accounting software.
- Attend meetings as required to take minutes and maintain record for the meeting minutes.
- Assist in the preparation of documents required for the Annual Audit and Annual General Meeting.
- Work with Operations Director and project leads/managers to assist in tracking budgets.
- Manage and maintain an accurate and complete donor database for charitable tax receipt preparation and distribution.
- Provide excellent customer service for donors/funders and respond promptly to all inquiries.
- Be familiar with all methods of payments to MMC (e.g., PayPal etc.)
- Preparation of regulatory documents CRA Annual Charity Information Return, Payroll, and tax remittance.
- Maintain Human Resources records and training records.

Stakeholder Engagement:

- Maintain data base of individual & corporate gift givers, donors/funders, members, board, staff, and volunteers, etc.
- Work with the Communications Committee in the production of:

- Website content, updates, maintenance, and analytics.
- Social media appeals (i.e., LinkedIn, Facebook, Twitter, Instagram) including profiles, testimonials, photography, videos, etc., as well as posting and tracking key metrics online.
- Assist in the organization of fund development events and activities (e.g., Casino, Gala, etc.)

Financial Management:

- Maintain accurate financial records, including accounts payable and accounts receivable.
- Process donations, expenses, bank deposits, domestic and international wire transfers, cheque requests and issuance.
- Process invoices, payments, and receipts in a timely manner.
- Reconcile bank statements and credit card transactions regularly.
- Prepare financial reports, such as balance sheets and income statements, for management review.

Payroll Processing:

- Manage payroll activities, including calculating employee hours, deductions, and taxes.
- Ensure payroll compliance with relevant laws and regulations.
- Distribute paychecks and maintain payroll records.

Budgeting and Forecasting:

- Assist in developing and managing the organization's budget.
- Monitor budget performance and prepare regular financial forecasts.

Office Administration:

- Oversee office operations, including ordering supplies, maintaining equipment, and coordinating maintenance.
- Organize and maintain physical and digital filing systems.
- Handle general administrative tasks, such as managing schedules, appointments, and correspondence.

Vendor and Contractor Management:

- Liaise with vendors, suppliers, and service providers.
- Negotiate contracts and agreements to ensure favorable terms for the organization.

Compliance and Reporting:

- Ensure compliance with relevant tax laws, financial regulations, and reporting requirements.
- Prepare and submit necessary documents and reports to regulatory authorities.

Communication and Collaboration:

- Communicate with team members, clients, and external stakeholders in a professional and effective manner.
- Collaborate with other departments to facilitate the smooth operation of the organization.

Record Keeping:

- Maintain accurate records of financial transactions, contracts, and agreements.
- Ensure confidentiality and security of sensitive financial and organizational data.

The Office Manager/Bookkeeper is a key member of the organization's team, responsible for maintaining financial stability and contributing to the overall efficiency of office operations. This role plays a vital part in ensuring that the organization's financial records are accurate, up-to-date, and compliant with legal requirements.

About CMRG

Canadian Myeloma Research Group (CMRG) is a non-profit research organization specializing in research in multiple myeloma. CMRG research program consists of research initiatives ranging from interventional clinical studies to basic research proje

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