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Office Manager
2 weeks ago
Tofino Co-op is seeking an Office Manager to lead our Administration team in Tofino, BC.As Office Manager at Tofino Co-op, reporting to the General Manager, you will oversee the Office Clerks and manage accounting and administrative operations across all Tofino Co-op locations, ensuring financial credibility. Key responsibilities include cash flow tracking, account reconciliation, membership management, Accounts Receivable/Payable oversight, and preparation of monthly statements. Additional duties include transaction audits, record-keeping for donations and collections, and preparing Board meeting documentation. Success in this role requires strong attention to detail, excellent communication, and knowledge of Tofino Co-op's policies and operations.Duties & Responsibilities: LEADERSHIP & GENERAL ADMINISTRATIVE DUTIESManage a team of office clerks, including hiring, training, scheduling, workflow oversight, and performance management to ensure efficient daily operations.Manage admin and office email inboxes dailyDistribute incoming mail to appropriate department Work with FCL Retail Accounting to ensure financial accuracy and legal complianceMEMBERSHIPSOversee Tofino Co-op’s membership program, including processing new memberships, transfers and withdrawalsManage periodic equity updates and annual equity cheque distribution.ACCOUNTS RECEIVABLEPrepare and distribute monthly accounts receivable statements using JDE and match payments to outstanding balances.Monitor unpaid balances, and flag and follow up on overdue accounts.ACCOUNTS PAYABLEMatch, key and correct errors for department invoices, vendor payments and expense invoices through JDEReconcile supplier statements and ensure account is up to dateRecord, manage and distribute donations and Tribal Parks collectionsRECONCILIATIONProcess, reconcile, audit & key daily sales reports from Food Store, Hardware Store, Gas Bar, TLC and Administration, including bank cards and gift cardsReconcile and key Gas Bar lottery, accounts receivable transactions, and ATM transactions from Food Store and Gas Bar as well as all required entries for bank and credit card statementsUpdate spreadsheets for required general ledger accounts, property rental incomePrepare period end inventory documents for Gas Bar lotteryEnsure that effective Internal Controls are in place.Review and audit all heating fuel (BRIC) and propane transactionsBOARD MEETING DATA TRACKING & DOCUMENT PREPARATIONMaintain accurate records for board meetings, including director attendance and compensation.Maintain up-to-date board meeting minutes, ensuring timely submission and approval.Prepare documentation for board review, including membership applications, equity transactions, visa statement reconciliation, cash flow, and monthly accounts receivable reports.HEATING FUEL & PROPANE PROGRAM MANAGEMENTProcess new heating fuel and propane customer accounts, including credit applications and membership verification.Coordinate weekly heating fuel order submissions with the external supplier.Facilitate propane ordering by directing customers to the appropriate supplier contact.Qualifications:Post-secondary education in Business Administration, Finance, Accounting or related field is requiredChartered Professional Accountant (CPA) designation, related certification or equivalent experience is preferred1-2 years of management or leadership experience Working knowledge of Microsoft Office, specifically excel, is requiredExcellent customer service skillsStrong interpersonal and communication skillsWorking Conditions:Flexible – Regular schedule will be Monday – Friday, but must be willing to work a variety of hours, including weekends and holidays based on the business needsPhysical Requirements:Constant sitting throughout shift for up to 8 hours;Occasional lifting and carrying up to 50 lbs.;Kneeling, pushing, pulling, lifting;Occasional ascending or descending stairs.What Tofino Co-op Offers:Salary between $65,000.00 and $85,000.00 annually dependent upon qualifications & experience levelStaff housing availableFull Benefits Plan including Extended Health Care, Dental, Travel, Life Insurance, Short-Term & Long-Term Disability Insurance, Health and Wellness BenefitsEmployer Matched Pension Plan after one year’s full-time employment (7.5% Matched)Employee Family Assistance ProgramCompetitive wages paid bi-weeklyBonus & Incentive PlanTuition AssistanceIf this opportunity speaks to you, we invite you to apply online by February 1, 2026. We thank all candidates for their interest, however only those selected to continue in the recruitment process will be contacted.Tofino Co-op embraces diversity and inclusion. We’re working to create a workforce that is as diverse as the communities we serve and an environment where every team member brings their whole self to work. We believe all candidates should feel at home with us and be given the opportunity to fully participate during the recruitment process.
