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Office Manager - Downtown
Job Description
Our client is a well-established professional services firm, in the agricultural industry, recognized for its long-standing presence in the industry and its reputation for high-quality advisory work. They support clients across Western Canada with specialized expertise and a commitment to accuracy, integrity, and service excellence. Known for exceptionally low turnover, a collaborative culture, and a long-tenured team, they offer a stable and supportive environment where employees enjoy meaningful work, open communication, and strong relationships with both colleagues and clients.
The Office Manager will play a central role in maintaining daily operations through financial coordination, HR administration, and comprehensive office support. This position is vital to ensure the smooth and efficient functioning of the business.
Office Manager Responsibilities:
General Office & Administrative Support
- Reception, mail handling, and general office administration
- Manage client invoicing and client file creation
- Coordinate office activities and provide administrative support to professional staff
- Engage in daily discussions with senior management
- Handle HR matters with support from senior management
- Office Supplies & Technology
- Process accounts payable and receivable, including EFTs/cheques, expense claims, and photo deposits
- Prepare month-end financial statements for senior management
- Produce and process payroll bi?monthly
- Complete monthly bank reconciliations for multiple related companies
- Prepare revenue reports and financial statements for senior management
- Follow up on overdue accounts receivable and communicate with clients as needed
- Liaise with the external accountant to address financial inquiries
- Schedule and prepare materials for Board Meetings; attend, provide financials, and take minutes
- Support client-related tasks such as invoicing and honorarium distribution
- Coordinate corporate events, reservations, and related logistics
- Complete GST filings (monthly and quarterly depending on the entity)
- Support federal and provincial tax reporting requirements
- Prepare chargeable hours and returns-per-job reports for senior management
- Gather documentation for year?end financial statements
- Support salary adjustments, bonus payouts, and share distributions
- 8–10 years of experience in office management, bookkeeping, and administrative roles
- Postsecondary education in administration, accounting, or a related field (an asset)
- A high degree of confidentiality, strong business acumen, and the ability to interact professionally with internal and external stakeholders
- Experience in the agricultural industry is an asset
- Strong bookkeeping skills with experience using accounting software; BVData or Sage experience is an asset
- Tech-savvy, with strong proficiency in SharePoint, the Microsoft Suite, and advanced Excel capabilities
- Experience processing payroll, managing accounts payable/receivable, and maintaining accurate financial records
- Proven ability to manage general office administration and ad-hoc tasks as required
- Excellent organizational skills and exceptional attention to detail
- Ability to work independently in a full in-office, downtown environment
- Professional communication skills with the ability to work closely with senior management
- Ability to complete a criminal record check, credit check, and sign a non-disclosure agreement
- The discussed salary range is $75,000– $85,000 depending on experience
- Candidates with additional experience and higher compensation expectations may also be considered
- Comprehensive benefits package
- 3 weeks vacation
- Paid parking
- Additional perks of exciting team and corporate events
- Professional development
Candidates must be legally authorized to work in Canada. Only candidates selected to move forward in the hiring process will be contacted.
#IND
Meet Your Recruiter
Patti Babyn
RPR, Senior Recruitment Consultant
HR, Senior Administrative & Executive Assistants
Specializing in Human Resources, Executive Assistant, and Senior Administrative placements across Canada, Patti has over 15 years of national and global recruitment experience. She brings a wealth of expertise in interviewing, placement and collaboration, giving her clients the benefit of impeccable matches. She was also a business owner and managed a sales team for nine years, so she brings practical insights that drive success for her clients.
Patti’s thoughtful questions probe deep into the needs of each client, allowing her to pinpoint the best talent for the role from her vast network of qualified candidates. She is equally enthusiastic with candidates. Knowing that what she does changes lives, she provides insightful advice. With a heartfelt commitment to helping others, she situates candidates in positions where they will succeed. She has a degree and background in social work, where she honed keen communication and assessment skills. Passionate about cultivating long-lasting relationships with both clients and candidates, she is an ongoing resource for those she partners with.
Patti is a wife and mother, and outside of the office enjoys camping, hiking, cycling and volunteering. She is also a part-time makeup artist and takes pride in helping woman look and feel their best!