Office Manager

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 DUTIES

• Manage 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 daily
• Distribute incoming mail to appropriate department
• Work with FCL Retail Accounting to ensure financial accuracy and legal compliance

MEMBERSHIPS

• Oversee Tofino Co-op's membership program, including processing new memberships, transfers and withdrawals
• Manage periodic equity updates and annual equity cheque distribution.

ACCOUNTS RECEIVABLE

• Prepare 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 PAYABLE

• Match, key and correct errors for department invoices, vendor payments and expense invoices through JDE
• Reconcile supplier statements and ensure account is up to date
• Record, manage and distribute donations and Tribal Parks collections

RECONCILIATION

• Process, reconcile, audit & key daily sales reports from Food Store, Hardware Store, Gas Bar, TLC and Administration, including bank cards and gift cards
• Reconcile 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 statements
• Update spreadsheets for required general ledger accounts, property rental income
• Prepare period end inventory documents for Gas Bar lottery
• Ensure that effective Internal Controls are in place.
• Review and audit all heating fuel (BRIC) and propane transactions

BOARD MEETING DATA TRACKING & DOCUMENT PREPARATION

• Maintain 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 MANAGEMENT

• Process 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 required
• Chartered Professional Accountant (CPA) designation, related certification or equivalent experience is preferred
• 1-2 years of management or leadership experience
• Working knowledge of Microsoft Office, specifically excel, is required
• Excellent customer service skills
• Strong interpersonal and communication skills

Working 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 needs

Physical 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 level
• Staff housing available
• Full Benefits Plan including Extended Health Care, Dental, Travel, Life Insurance, Short-Term & Long-Term Disability Insurance, Health and Wellness Benefits
• Employer Matched Pension Plan after one year's full-time employment (7.5% Matched)
• Employee Family Assistance Program
• Competitive wages paid bi-weekly
• Bonus & Incentive Plan
  Tuition Assistance

If 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.