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Office and Finance Manager

2 weeks ago

Vancouver, Canada LWPAC Full time

**Responsibilities, not limited to**:
**Office Management**:

- Oversee the day-to-day operations of the studio, ensuring a well-organized and efficient workspace.
- Manage office supplies, equipment, and vendor relationships (e.g., office supplies, IT support, facilities management).
- Coordinate and schedule meetings, presentations, and client appointments.
- Serve as the primary point of contact for all office-related inquiries and issues.
- Manage software and organization account log-in.

**Financial Management**:

- Manage the studio’s accounting functions, including invoicing clients, processing vendor payments, and handling office expenses.
- Track and reconcile project budgets, ensuring that both short-term and long-term financial goals are met.
- Prepare monthly and quarterly financial reports, providing insights into office and project budgets.
- Collaborate with external accountants for year-end audits, tax preparation, and any regulatory compliance requirements.
- Monitor cash flow and manage office petty cash.

**Human Resources Support**:

- Assist in employee onboarding and maintain employee records, ensuring compliance with relevant employment laws in BC.
- Manage payroll processing, benefits administration, and coordinate team-building activities.
- Ensure the studio’s work environment is in line with health and safety regulations.

**Administrative Support**:

- Organize and maintain filing systems for contracts, project documentation, and financial records (both physical and digital).
- Provide administrative support to senior staff, including calendar management, correspondence, and general organization.
- Manage travel arrangements for staff and clients as necessary.
- Assist the firm with professional institute’s registration and professional development requirement.

**Project Coordination Support**:

- Assist project managers in tracking project timelines and budgets.
- Help coordinate client meetings, presentations, and communication related to project milestones.
- Support project documentation and coordination for affordable housing projects, ensuring adherence to budget and sustainability goals.
- Working collaboratively with Prefabricated Mass Timber System Integrator.

**Education & Qualifications**
- Bachelor’s degree in Finance, Business Administration, or a related field, or equivalent work experience.
- Minimum of 3 years’ experience in office management, finance, or administration, preferably in a design or architecture environment.

**Experience, Skills & Knowledge**:

- Proficiency in financial software (e.g., QuickBooks, Xero) and Microsoft Office Suite (Excel, Word, Outlook).
- Solid understanding of Canadian financial regulations and tax laws, particularly those affecting small businesses and the construction/architecture industry.
- Strong organizational skills with an ability to handle multiple tasks and deadlines in a fast-paced environment.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.
- An understanding of or interest in sustainable architecture, affordable housing, and community-driven design is a plus.
- Proficiency in Microsoft Office 365 environment.
- Proficiency in Bluebeam Revu, and Bluebeam cloud collaboration tools.
- Experience with task management software (Jira, Asana, Airtable, or similar).
- Experience with project management software (e.g., CMAP, BQE, Monograph).
- Effective time management.
- Excellent communication and interpersonal skills.
- Knowledge of BC’s construction industry and affordable housing funding sources.
- Experience with HR practices and employee benefits management.

**Nice to Haves**:

- Experience with multi-unit residential and mixed-use projects.
- Experience with City permit processes such as Development Permit and Rezoning.
- Experience with mass timber construction or relevant construction.
- Experience with knowledge sharing and other management processes.

**Job Types**: Full-time, Permanent

Pay: $80,000.00-$90,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Vision care
- Work from home

Schedule:

- Monday to Friday

**Experience**:

- Office Mangement: 3 years (required)
- Finance Management: 3 years (required)
- Architectural Office: 2 years (preferred)

Work Location: Hybrid remote in Vancouver, BC V6R 1N6