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Office Manager

2 weeks ago

Calgary, Alberta, Canada FARMOR Architecture Full time

Company Description

FARMOR Architecture is a Calgary-based architectural team specializing in commercial and multi-residential projects. With thirteen years of experience, we are dedicated to providing excellent architectural services and making a positive contribution to the built environment. The FARMOR team actively gives back to the community through charitable contributions and global design initiatives.

our office is located in the trendy University District, Suite 215, 4015 University Avenue NW

Check out who we are and what we do at

Position Overview

We are seeking a highly organized, proactive Operations & Client Services Coordinator to manage day-to-day business operations, client communications, project tracking, financial administration, and internal systems.

This is a client-facing and internal role that works closely with the principal to ensure projects stay on track, profitable, and well-communicated, while office and business operations run smoothly.

This is a key role with broad responsibility across operations, finance, project coordination, business development, and marketing.

Key Responsibilities

Invoicing, Payments & Financial Administration

Draft, issue, process, and track client invoices.

Follow up on outstanding invoices and accounts receivable.

Forecast invoicing milestones based on project phases and progress.

Track when projects can be invoiced next and ensure timely billing.

Ensure invoices accurately reflect scope, hours, and approved fees.

Maintain weekly cashflow tracking and reporting.

Use QuickBooks for bookkeeping, invoicing, and financial records.

Process employee expense reports.

Prepare and issue payroll cheques and ensure payroll is updated monthly.

Audit timesheets to ensure accuracy and compliance with billing requirements.

Proposals, Contracts & Documentation

Write and coordinate fee proposals.

Draft and submit RFP responses.

Prepare change orders, compliance letters, site visit reports, and client correspondence.

Maintain proposal templates, client registries, and project documentation.

Support business development documentation and tracking.

Office & Operations Management

Oversee daily office operations to ensure a smooth and functional workplace.

Manage office supplies and purchases.

Coordinate IT requests and technical support needs.

Liaise with building management/lessor on maintenance and office needs.

Maintain shared drives, filing systems, and document organization.

Provide general office upkeep support, including kitchen maintenance as needed.

Organize and support the principal's workspace and office systems.

Client Communication & Relationship Management

Serve as a primary point of contact for clients on administrative, billing, and project coordination matters.

Take and manage client calls, emails, and meeting requests.

Schedule and coordinate client, consultant, and internal meetings

Communicate with clients regarding project progress, pauses, timelines, and next steps.

Ensure clients and internal staff are aligned on hours spent, scope, and project status.

Prepare and issue weekly or periodic client reports as required.

Organize and host client meetings, lunch-and-learns, and appreciation events.

Project Tracking & Profitability Oversight

Track project progress, phases, timelines, and completion status.

Maintain organized project folders and update project status regularly.

Monitor non-billable or paused projects and prevent unpaid work.

Track hours spent versus fees and project budgets.

Support the Principal with insights on project profitability and resource allocation.

Ensure projects stay on schedule and aligned with billing milestones.

Executive & Team Support

Manage and support the principal's daily calendar and schedule.

Assist with emails and correspondence.

Support internal team members with scheduling, documentation, and coordination.

Respond to student inquiries and assist with organization and communication.

Communicate relevant updates, events, and announcements to staff.

Business Development, Marketing & Branding

Support business development efforts, including market research and lead tracking.

Assist with client onboarding.

Coordinate branding and marketing initiatives.

Write and schedule social media content (LinkedIn, Instagram, Facebook)

Design, order, and coordinate promotional and marketing materials.

Maintain and update the company website and digital presence.

Support newsletters, public outreach sessions, and client appreciation initiatives.

Plan and organize staff and client events.

Systems, Policies & Company Infrastructure.

Develop and maintain company policies and procedures.

Create and update the employee handbook and internal documentation.

Define eligibility rules for free and paid programs or sessions.

Support the development of new initiatives, online sessions, certifications, and business ideas.

Coordinate IT systems, tools, and internal workflows.

Qualifications & Skills

Proven experience in operations, office management, project coordination, or similar roles

Strong client-facing communication skills (written and verbal)

Excellent organizational skills and attention to detail.

Financial and business acumen, including invoicing, bookkeeping, and cashflow tracking.

Proficiency with QuickBooks and time-tracking systems.

Strong writing skills for proposals, reports, and professional correspondence.

Ability to manage multiple projects and priorities simultaneously.

High level of discretion and professionalism.

Preferred Attributes

Highly self-directed and dependable.

Comfortable working closely with leadership and decision-makers.

Proactive problem-solver with strong follow-through.

Able to balance client expectations with internal business needs.

Organized, adaptable, and process-oriented.

Who Will Thrive in This Role

This role is best suited to someone with significant firsthand experience running or stabilizing small businesses or professional practices, and who is comfortable bringing structure, clarity, and accountability to complex environments.

Successful candidates typically:

Have 4+ years of progressively responsible experience in operations, project coordination, finance coordination, or office management within a small or mid-sized firm.

Are confident setting boundaries, enforcing processes, and following up firmly.

Own outcomes, not just tasks.

Operate independently with minimal direction.

Have experience cleaning up disorganized systems and maintaining structure over time.

Understand cashflow, utilization, and profitability and can speak directly about financial realities.

Working Style & Expectations

Hands-on, accountability-driven role with a high level of responsibility.

Initiative is expected; issues should be identified and addressed proactively.

Requires direct communication and persistence around unpaid invoices, scope creep, and time tracking discrepancies.

Success requires professional confidence, emotional maturity, and the ability to work closely with senior leadership in a demanding environment.

Required Professional Experience

Demonstrated experience in Canadian professional services environments (architecture, engineering, consulting, legal, or similar)

Strong understanding of Canadian business practices and professional communication standards.

Proven experience supporting principals, founders, or senior leadership.

Background in small or growing firms with evolving systems.

Important Notes for Applicants.

This is not an entry-level role.

Not suited to candidates seeking close supervision or narrow task-based work.

Candidates must be comfortable with high responsibility, ambiguity, and firm follow-through.

We are seeking someone who brings professional maturity, discernment, and resilience to a demanding operational role.

Please send your cover letter and resume to or apply on LinkedIn. No visit/drop-in at our office.

Employment Details

Competitive compensation based on experience.

Proximity and shorter commute are a plus. On your application, please indicate which area of the city of Calgary you currently live in.

Critical role supporting company operations, client relationships, and financial performance.