Office Manager

Resource Integrated Ltd. was founded in 2004 with a vision to develop business-building ideas with impact. Our focus is to deliver whole solutions for design, print, retail fixtures and displays, logistics and installations, and data driven communications. Through our diverse service offering, sure-handed project management and fastidious attention to detail, we have grown productive partnerships with some of Canada's most respected names in retail. As a member of our team, you will have an unquenchable thirst for innovation and take the spirit of integration in our company name to heart. We care so much about our team, we have a fantastic culture dedicated to work-life-balance, you'll want to be a part of a fun, fast paced collaborative team Work with a highly competent team whose members share your high sense of commitment.

POSITION OVERVIEW:

We are seeking a proactive, high-capable and tech savvy person to work alongside the Managing Director and our Project Management Team. The Office Manager will be responsible for providing administrative support to the entire operation and specifically the leadership team, including finance administration, office co-ordination and leadership assistance to support all business functions. We need someone with superior organization; administrative skills and a person will embrace technology to help drive operational efficiency.

KEY RESPONSIBILITIES

Finance & Administration

· Manage all facets of transactional accounting from A/R to A/P, monthly credit card reconciliations

• Match incoming credit card information with line items to support accurate bookkeeping
• Support monthly financial reporting, forecasting, and audit preparation in collaboration with external bookkeepers and Controller.
• Maintain accurate vendor and client data within the CRM (Accura MIS Print) to ensure smooth transactional workflows.
• Upload financial documents (HubDoc, Plooto) and coordinate with external bookkeepers
• Monitor and support the onboarding of new clients and vendors in CRM
• Manage and maintain accurate records, including minute books and financial documentation.
• Oversee onboarding of new clients, ensuring all financial due diligence is completed (e.g., credit application, banking information)

Executive Support

• Provide daily support to the Managing Director, including preparing weekly sales reports
• Serve as a liaison between the Managing Director and internal/external stakeholders, maintaining discretion and professionalism.

Technology Integration

• Develop expertise CRM system to Identify and implement technological solutions to enhance productivity (e.g., document automation, scheduling tools, data processing)
• Encourage a culture of continuous learning and digital adoption within the team
• Lead change management when introducing new software tools or productivity systems across the team

Office & Operations Management

• Oversee timecard management and reconciliation for temporary employees.
• Oversee and Co-ordinate bi-weekly payroll and expense information
• Manage onboarding and offboarding processes, including creation and maintenance of employee records and benefits enrollment
• Coordinate with external benefits providers and maintain compliance with provincial standards
• Track vacation, leaves, and time-off requests in alignment with company policy
• Foster a positive workplace culture through proactive communication and alignment with leadership values
• Maintain stock and supply levels across office, kitchen, and cleaning areas
• Support the operational team with contract pricing management
• Maintain Alarm Code and Key Distribution File on on-going basis
• Maintain Emergency Contact List
• Provide administrative reception duties to ensure all visitors are attended to

Health & Safety

• Act as the main coordinator for incoming and outgoing information related to internal, supplier and service partner Certificate of Insurance and WSIB Documents
• Manage on-going legislative requirements – as required
• Maintain and update building-wide inspection logs and compliance schedules per Ontario's Occupational Health & Safety Act and WSIB requirements
• Set up Annual Fire Extinguisher Inspection

Key Skills & Attributes

· 5+ years administrative experience in an office environment

· English essential, both oral and written; Bilingualism (English and French) is preferred

· A promoter of individual and organizational integrity by exhibiting ethical behaviour to maintain high standards for the organization and its ownership

· Adheres to organization's security and confidentiality policies

· Tech-savvy & AI-proficient – experience with tools such as HubDoc, QuickBooks, CRM platforms, Excel, Word, and emerging AI platforms

· Proactive Learner – takes initiative to learn new systems, skills, and technologies

· Open-minded & Adaptable – embraces change and continuously seeks process improvement

· Strong attention to detail, time management, and communication skills.

· Demonstrated experience as an Executive Assistant or in a similar support role to leadership

This role is ideal for a driven, detail-oriented professional who thrives in an entrepreneurial environment. The successful candidate will play a pivotal role in shaping our internal operations and enabling company-wide success

Job Types: Full-time, Permanent

Pay: $65,000.00-$70,000.00 per year

Benefits:

• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person