Administration Manager
21 hours ago
With over 400 professionals and presence in 16 countries, we are committed to continuous innovation to optimize manufacturing processes on a global scale.
ABOUT THE ROLE As part of the Finance team, the Administrative Manager will be responsible for supporting the daily needs of the Canada office, managing administrative, accounting, and HR support tasks, and acting as the link between the U.S. and Canada team, suppliers, customers, and our HQ in Spain.
Duties & Responsibilities:
Office Management
- Ensure the day-to day running of the office: supplies, equipment, vendor coordination, and basic facility needs.
- Handle incoming and outgoing mail, packages, and office communications.
- Coordinate visits, calls, and logistics with external providers and internal teams.
- Maintain and update internal office policies and procedures.
- Be the point of contact for the landlord and service providers.
- Manage check deposits and payments to vendors.
- Coordinate local invoicing, maintain proper documentation, and support month-end reporting for HQ.
- Participate in the monthly closing process in coordination with the Corporate Financial Controller.
- Ensure timely and accurate processing, verification, and approval of employee expense reports.
- Handle federal and state tax- related tasks (notices, filings, inquiries), in coordination with advisors and HQ.
- Archive, organize, and manage company documentation.
- Support bank-related formalities and liaise with external CPA or financial service providers as needed.
- Ensure rigorous compliance with all internal delivery deadlines, particularly the monthly closing calendar.
- Provide local HR and payroll support, including onboarding/offboarding, coordination with ADP, benefits administration, and management of employee tools (e.g., phones, office access).
- Act as the bridge between the U.S. office and HQ in Spain (Finance, Legal, HR).
- Align local practices with global policies and report relevant updates.
- Vocational Education or Certificate of Higher Education.
- Education in Administrative Management.
- Experience of 3 years in a similar position.
- Experience working with ERPs, such as QuickBooks or similar systems.
- Strong understanding of basic accounting processes.
- Solid knowledge of Office 365 tools (Excel, Word, Outlook, etc.).
- Prior use of ADP is a plus.
- Knowledge of payroll and employee benefits, is a plus.
- Native English speaker. Knowledge of Spanish, German, French, or other languages is a plus.
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