Office Manager/administrator - Vancouver, Canada - eta landscape architecture inc

Description

Office Manager/All Star Administrator

We are an award winning landscape architecture firm nestled in a quaint office near Granville Island, Vancouver.

A small team working on various landscape design projects, we provide our employees with a sustainable work-life balance, livable income and shared health benefits.

We are seeking an all star administrator to fill our Office Manager position.

You are well regarded for your work ethic, friendly and passionate, a great communicator, have excellent self sufficiency and are highly reliable.

You have experience in administrative and managerial roles in professional settings. You are good with numbers, keep your inbox well organized and understand accounting and billing cycles.

Reporting to the Principal, the Office Manager's role represents the first point of contact for client and employee interaction.

The Office Manager is responsible for maintaining the company's office, including reception duties, and serves as a focal point for inter-office activity.

The incumbent will be an upbeat professional experienced in handling a wide range of administrative tasks, executive support duties, office management, client services and accounting duties, ensuring the efficient day-to-day operation of the firm.

The applicant should be proactive with the ability and desire to grow the position.

The Office Manager role and responsibilities include, but are not limited to:

Core Administration

• Maintain, update and innovate effective and efficient operational processes to streamline and improve performance and administrative tasks
• Execute monthly and annual administrative tasks, data entry and record keeping
• Support team in time tracking and expenses
• Maintain and organize project numbers and files
• Maintain and update company policies, procedures and templates to continually implement effective team systems and office operations

Bookkeeping & Accounting

• Financial records including accounts receivable, accounts payable and monthly reconciliation
• Monthly billing cycle including project budget review, invoice production/issuance and tracking
• Issue, execute, track and bill change order requests and contract adjustments
• Manage aged receivables
• Communicate with clients in effective and professional manner, frequently about billing and payment queries
• Provide ongoing support to senior accounting

Human Resources

• Paperwork and record keeping for employees, job postings, new hires and exits
• Assist employees in queries concerning payroll, vacation, sick time, health benefits and continuing education
• Quarterly and annual timesheet reconciliation
• Provide ongoing support to payroll team
• Support Principal in scheduling and completing employee performance reviews

Team Culture

• Schedule and liaison office lunch and learns
• Coordinate and communicate team celebrations including birthdays, anniversaries, holiday gatherings and team building events
• Oversee maintenance, cleanliness, inventory and other operational needs of the office to create an inviting and professional space
• Provide support to team as necessary

Qualifications

• Office management, administrative and assistant experience
• Knowledge of office systems, procedures and policies
• Ability to work on own initiative and anticipate needs
• Exceptional time management skills, ability to multitask and prioritize
• Attention to detail and keen problem solving
• Excellent written and verbal communication
• Proficient in Office Suite, particularly Excel and Outlook
• Familiar with Mac operating system
• Experience in accounting and financial bookkeeping

Terms of Employment

The Office Manager position is part time, 3 days per week, with potential to expand based on skill set, interests and opportunities.

This role is on-site at our office located at 1690 W 2nd Ave, Vancouver, BC.

Excellent medical benefits package upon successful completion of 3 month probation.

Annual continuing education credit to expand skills and spark creativity and inspiration.

Compensation:
$23-$25 per hour based on experience

Please forward a cover letter and resume.

We thank all applicants for their interest, however only those considered for interview will be contacted.


Job Types:
Part-time, Permanent

Part-time hours: 24 per week


Salary:
$23.00-$25.00 per hour


Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision care

Schedule:

• 8 hour shift

COVID-19 considerations:
We adhere to the provincial health orders and WorkSafe BC guidelines.


Experience:

• Administrative: 2 years (preferred)

Shift availability:

• Day Shift (required)

Work Location:
One location