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Office Manager
2 weeks ago
Reporting directly to the Finance and Operations Director, the Office Manager is responsible for handling general accounting and bookkeeping tasks for the organization, building management, and other administrative and office tasks as described below.
Accounting and Bookkeeping
- Maintain all corporate financial transactions in QuickBooks, perform checks as required to ensure transactions are accurately entered to bring the books to the trial balance stage
- Reconcile accounts, bank statements, ensure accuracy, and prepare quarterly financial reports (balance sheet, profit and loss and cash flow)
- Coordinate all corporate filling (tax submissions, annual fillings), and monitor progress
- Manage the full Accounts Payable cycle, file supporting approvals and documentation, and submit payments accurately and in a timely manner
- Manage the full Accounts Receivable cycle, prepare, and send invoices, follow up with clients on unpaid invoices to ensure they are paid in a timely manner, maintain clients and projects in the accounting system as required
- Complete the payroll process every two weeks including submitting reports for payment of staff and changes, e.g., vacation, sick days, address, group insurance
- Complete the annual RL1 and T4 reports as well as subsequent employer charges system updates (CNESST contributions, FSS, etc.)
- Administer the Group Benefits Plan (Health and Benefits plan, RRSP payments)
Governance Administration
- Provide general administrative support to the board of directors, including Steering Committees:
- Book in person or virtual meetings, ensures quorum, update the tracking list and calendar, prepare Board meetings, ensure all necessary documents and login credentials are prepared before each meeting
- Coordinate briefing materials, record, transcribe and validate minutes
- Support development of governance procedures:
- board members on-boarding, off-boarding, accesses general liaison of governance volunteers as required,
- development and communication of committee official mandates and monitoring
- ensure appropriate compliance of governance filing
- Handle preparation for the AGM including arranging the business meeting
Office Administration
- Manage office policies and ensure they are updated and communicated to the team ; act as point of contact for all employee enquiries.
- Administer HR processes in collaboration with the Director of Finance and Operations including recruitment, onboarding, offboarding, compensation revision and implementation, performance management, training and development, health and safety, etc.
- Prepare expense claim forms and travel expense claim forms for the Director General and Board members
- Manage IT agency and resources including network, software, hardware, inventory, etc. maintain policies and ensure employees are trained on network security, use of software, etc.
- Manage the administration of various IT platforms, vendor relations and invoice processing
- Correspond with the property management company for any issues or questions regarding QCGN's office spaces
- Contact and coordinate with suppliers and contractors such as Jan Pro, Xerox, Le Nouvel Hotel, Agile IP, Amaro, Pitney Bowes Postage Machine for various office services
- Monitor the inventory of office supplies, place orders and restock as needed
- Maintain/update the Director General’s calendar for staff, director, governance related, and committee meetings
- Assist with other administrative tasks as requested.
**Qualifications**:
- DEC in accounting or administration, or related education
- Minimum 2 to 3 years of relevant experience
- Knowledge of QuickBooks Online
- Experience in non-profit organizations, community development, advocacy, policy analysis, project management is considered an asset
- Experience administrating IT platforms
- Excellent communication skills in both English and French (spoken and written)
- Proficiency in the Microsoft Office suite, especially Excel
- Time-management, prioritization, attention to detail, and analytical skills
