Office Manager

As the Office Manager, you will join a hands-on, team-oriented business where strong service matters. Your work will be visible and important to the day-to-day success of our company. This is a great opportunity for someone who is confident in taking initiative, finding solutions and keeping a busy office organized and moving forward. 

We are seeking a proactive and highly organized individual to keep our day-to-day office, bookkeeping, and administrative operations running smoothly. This role will support invoicing, receivables, payables, vendor coordination, records, supplies, and general office workflows. This is a broad, hands-on role for someone who takes initiative, follows through, and communicates professionally with clients, vendors, and colleagues. 
 
Main Responsibilities/Duties: 

• Manage day-to-day office administration and prioritize incoming requests across the business. 

• Process routine bookkeeping transactions and maintain accurate records in QuickBooks. 

• Prepare and issue invoices accurately and promptly. 

• Monitor accounts receivable and follow up professionally on outstanding balances. 

• Process accounts payable, verify supporting information, and maintain vendor records. 

• Reconcile company credit card activity and resolve missing or inconsistent documentation. 

• Manage and negotiate vendor contracts. 

• Order and maintain office, first aid, cleaning, and selected project supplies. 

• Maintain organized and confidential electronic and paper filing systems. 

• Coordinate calendars, meetings, bookings, mail, calls, shared requests, and visitors as needed. 

• Support recruitment and onboarding administration, including interview coordination and document tracking. 

• Improve practical office processes through clear procedures, templates, checklists, and controls. 

• Track deadlines and outstanding actions, proactively flagging delays or incomplete information 

Who You Are: 

• At least 8-10 years of relevant office administration and bookkeeping experience. 

• Hands on experience with accounts payable and receivable, invoicing and routine financial administration. 

• Organized, dependable and detail oriented. 

• Works well within a team and is collaborative while also able to work independently.  

• Communicates effectively and professionally with clients, vendors and colleagues. 

• Strong working knowledge of QuickBooks and MS Office skills (Word, Excel and Outlook). 

• Experience working in construction, fabrication or trades is an asset. 

Work Environment: 

• This is an on-site role based in Newmarket, Ontario, with a weekly schedule of 8:00 a.m. to 5:00 p.m., Monday to Friday.  

• The work is fast-paced, deadline-driven, with regular interruptions and competing priorities.  

Technology & Tools:  

• QuickBooks 

• Microsoft Excel, Word, and Outlook 

• Email, shared electronic files, and standard office systems 

• Telephone, printer/scanner, and other standard office equipment 

Hiring Range Salary: $65,000- $75,000