What are the responsibilities and job description for the Office Manager position at Essential HR?
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:
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Manage day-to-day office administration and prioritize incoming requests across the business.
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Process routine bookkeeping transactions and maintain accurate records in QuickBooks.
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Prepare and issue invoices accurately and promptly.
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Monitor accounts receivable and follow up professionally on outstanding balances.
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Process accounts payable, verify supporting information, and maintain vendor records.
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Reconcile company credit card activity and resolve missing or inconsistent documentation.
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Manage and negotiate vendor contracts.
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Order and maintain office, first aid, cleaning, and selected project supplies.
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Maintain organized and confidential electronic and paper filing systems.
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Coordinate calendars, meetings, bookings, mail, calls, shared requests, and visitors as needed.
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Support recruitment and onboarding administration, including interview coordination and document tracking.
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Improve practical office processes through clear procedures, templates, checklists, and controls.
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Track deadlines and outstanding actions, proactively flagging delays or incomplete information
Who You Are:
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At least 8-10 years of relevant office administration and bookkeeping experience.
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Hands on experience with accounts payable and receivable, invoicing and routine financial administration.
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Organized, dependable and detail oriented.
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Works well within a team and is collaborative while also able to work independently.
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Communicates effectively and professionally with clients, vendors and colleagues.
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Strong working knowledge of QuickBooks and MS Office skills (Word, Excel and Outlook).
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Experience working in construction, fabrication or trades is an asset.
Work Environment:
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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.
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The work is fast-paced, deadline-driven, with regular interruptions and competing priorities.
Technology & Tools:
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QuickBooks
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Microsoft Excel, Word, and Outlook
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Email, shared electronic files, and standard office systems
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Telephone, printer/scanner, and other standard office equipment
Hiring Range Salary: $65,000- $75,000
Salary : $65,000 - $75,000