Office Manager

Please note: This is a confidential recruitment process. Additional information about the organization will be shared with candidates selected to move forward in the process.

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. 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