Office Manager

The Office Manager will play a crucial role in overseeing a variety of administrative duties to ensure smooth and efficient operations within our accounting firm. The individual will act as a linchpin, maintaining proper communication with clients, managing our internal bookkeeping, and ensuring the timely execution of financial transactions, among other responsibilities.

Key Responsibilities:

• Client Packages: Finalize and dispatch corporate and individual packages to clients with accuracy and professionalism.
• Invoice Management: Process and track vendor invoices, ensuring timely and accurate payments.
• Client Payments: Oversee the collection of payments from clients and record transactions meticulously.
• Bookkeeping: Manage the firm's internal bookkeeping to maintain up-to-date and precise financial records.
• Payroll & HR Functions: Handle payroll, monitor employee vacation days, and manage related HR tasks.
• General Office Duties: Manage routine tasks such as ordering supplies and conducting phone discussions with clients.
• Team Support: Provide administrative support to team members to promote efficient workflow.
• Meeting Coordination: Organize and prepare for meetings, ensuring that all required materials are ready.
• Document Management: Uphold a structured filing system for both electronic and paper-based documents.
• Facilities Management: Supervise office maintenance tasks and coordinate with service providers.
• Staff Onboarding: Aid in the and integration process for new employees.
• Calendar Management: Oversee the firm's main calendar, ensuring seamless scheduling of appointments and events.
• Vendor Relations: Build and maintain beneficial relationships with vendors and negotiate necessary contracts.
• Communication: Act as the primary contact for general inquiries, ensuring queries are addressed promptly.
• Budget Oversight: Assist in creating and supervising the office budget.
  

Requirements

Qualifications:

• Relevant experience in an Office Management or similar administrative role.
• Proficiency in QuickBooks. Familiarity with Caseware, Tax Prep, or similar accounting software is advantageous.
• Strong competence in using Microsoft Office Suite.
• Fluent in English; bilingual capabilities in French is a plus, although only a minimal requirement.
  

Note: Work commitment includes Saturdays during March and April, with Fridays off during the summer months.