Office Manager

**Job Summary**

We are seeking a highly organized and proactive **Manager** to oversee the administrative, safety, financial, and operational functions of our cleaning services company. This role is ideal for someone who understands government compliance, handles financial records with accuracy, promotes safe chemical use, and supports both client relations and marketing efforts.

The Manager will play a critical role in maintaining smooth day-to-day operations, supporting field teams, ensuring legal compliance, and contributing to business growth.

**Key Responsibilities**

**1. Government Regulations & Administration**
- Ensure the company maintains an active Ontario Business License
- Maintain up-to-date WSIB clearance certificates, especially when working with subcontractors
- Manage insurance documents and ensure policies are current and filed
- Renew or update business registration as required

**2. Chemical Handling & WHMIS Safety**
- Maintain a strong understanding of WHMIS 2015, including labeling, PPE, and emergency protocols
- Keep an organized binder or digital record of SDS (Safety Data Sheets) for all cleaning products
- Train or periodically remind staff to follow safe chemical handling procedures
- Monitor and manage safe storage of cleaning supplies and chemicals

**3. CRA Compliance & Financial Administration**
- Track and record HST/GST collection and remittance
- Manage invoices, payments, and business expenses
- Assist in preparing financial info for the accountant, including year-end summaries and T4As for subcontractors
- Keep subcontractor agreements and contact info up to date

**4. Payroll & Subcontractor Management**
- Log subcontractor hours, job assignments, and payments
- Assist in issuing T4A slips at year-end in collaboration with the accountant
- Maintain accurate invoice and payment records
- Ensure professionalism and confidentiality when handling client information

**5. Financial Projections & Reporting**
- Understand and monitor monthly revenue targets
- Track incoming jobs and compare to monthly goals
- Report monthly totals: income, key expenses, and estimated profit
- Assist in creating basic budgets (supplies, wages, marketing)

**6. Advertising & Client Relations**
- Support marketing efforts by helping to create and post ads (Google, Facebook, flyers)
- Ensure advertising claims meet legal standards (e.g., avoid unverified “best price” claims)
- Follow up with past clients to encourage repeat business
- Maintain a lead list with statuses for quotes, follow-ups, and active clients

**7. Office Systems & Communication**
- Use scheduling tools (e.g., Google Calendar, Jobber) to manage job bookings
- Maintain detailed client profiles, including notes on preferences and service issues
- Organize digital and physical records such as contracts, checklists, and payment logs
- Communicate effectively with clients, subcontractors, and internal team members

**Qualifications**
- Previous experience in office administration, operations, or service business management
- Strong organizational and communication skills
- Familiarity with WHMIS, WSIB, and Ontario business compliance
- Comfortable with financial tracking and basic budgeting
- Proficient with digital tools (Google Workspace, scheduling apps, spreadsheets)

**Why Join Us?**

We’re a small but growing cleaning business committed to professionalism, safety, and quality service. You’ll play a vital role in helping us stay organized, compliant, and prepared for growth.

**Job Type**: Freelance

Pay: From $18.74 per hour

Expected hours: 25 per week

**Benefits**:

- Flexible schedule

**Experience**:

- Office management: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Work Location: Hybrid remote in Guelph, ON