Office Manager

Why You’ll Love Working Here:  

• Build your career with a company where your work matters, your ideas are valued, and every day brings something different. 

• A supportive, team-first culture where people help each other succeed.  

• Opportunities to learn new skills and expand your responsibilities.

• Competitive pay and benefits  

• Our success starts with our people. We trust each other, solve problems together, and take pride in delivering quality work that makes a difference. 

  
Position Summary/Objective:  

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. Reporting to the Controller and working closely with the President, you 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 

Instructions on how to apply: Please submit your cover letter and resume below.

Application Deadline:  Posting to remain open until filled. We encourage early applications, as submissions will be reviewed as they are received. 

This job posting has been crafted with the assistance of AI technology, ensuring clarity and alignment with our organization's goals and values. 

*Thank you for your interest in joining our organization and for taking the time to apply. Due to the high volume of applications, only candidates selected for further consideration will be contacted. We appreciate your understanding. 

Accommodations are available upon request for candidates participating in the selection process. Please let us know if you require any specific accommodations. 

Alloy Fusion is an equal opportunity employer committed to fostering an inclusive workplace. We welcome applications from qualified candidates of all backgrounds and make employment decisions in accordance with the Ontario Human Rights Code and other applicable law.