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Office Administrator

2 months ago

Ottawa, Ontario, Canada Recruiting in Motion Full time
Job Title: Office Manager

Recruiting in Motion is seeking an experienced Office Manager to join our team. As the first point of contact for our clients and internal team members, you will be responsible for ensuring the smooth day-to-day operations of our office.

Key Responsibilities:
  • Office Management:
    • Oversee daily office operations, ensuring a well-organized and efficient workplace.
    • Manage office supplies, equipment, and vendor relationships.
    • Coordinate meetings, appointments, and travel arrangements for ownership.
    • Serve as the primary point of contact for internal and external communications.
    • Maintain and organize company records, contracts, and project documentation.
    • Handle all incoming communications for the President and CEO and coordinate their schedules and meetings.
    • Support project managers and other team members with administrative tasks as needed.
    • Supervise the Administrative Assistant to ensure workflow is completed, and back up front desk when required.
  • Bookkeeping:
    • Manage accounts payable and receivable, including invoicing, bill payments, and expense tracking.
    • Reconcile bank statements and ensure accurate financial records.
    • Prepare and process payroll, including hourly, salaried, and bonuses.
    • Maintain and update the general ledger, including the trial balance, ensuring accuracy and compliance.
    • Prepare financial reports, including profit and loss statements, balance sheets, and cash flow statements.
    • Work closely with external accountants to facilitate tax preparation and year-end audits.
    • Assist with collections for overdue accounts.

The ideal candidate will have proven experience as an Office Manager or in a similar role, ideally within the construction industry. You will have strong bookkeeping skills, with proficiency in Sage50 or similar accounting software, and be highly organized with the ability to multitask effectively. Excellent communication skills in both English and French are essential, along with proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with payroll, accounts payable & receivables, general ledger, while working with external accountants and vendors is necessary. We are looking for an early riser who is comfortable working from 6:30 am to 3:30 pm, enjoying a stress-free environment without tight deadlines. You'll need to be responsive to contractors in the morning but can leave with a clear desk by the end of the day. Strong interpersonal skills, an appreciation for a small office setting, and previous experience in an entrepreneurial environment are required.

What will make you stand out:
  • Desire to start early but end early.
  • Balance between the accounting operations and office administration.
  • Fluency in English & French – oral & written.
  • Proven experience working in a smaller office environment.
  • Expertise working with stakeholders and ownership in a manual setting.