About Us

The Ottawa Rotary Home has been supporting children, youth, and adults with physical disabilities and complex medical needs for over 40 years. Through our respite, supported living, community nursing, and day programs, we are committed to providing person-centred supports that help individuals live full and meaningful lives.

We are looking for an organized, proactive, and dependable Office Manager who enjoys keeping things running smoothly behind the scenes. This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys variety in their work, and takes pride in ensuring that nothing falls through the cracks.

Position Summary:

Under the direction of the Senior Leadership Team, the Office Manager serves as the central administrative hub of the organization. This position provides administrative and operational support across all programs and is responsible for coordinating many of the day-to-day functions that keep the organization running efficiently.

The Office Manager works closely with the Senior Leadership Team to coordinate office administration, executive support, human resources administration, finance support, facilities coordination, health and safety administration, compliance tracking, and vendor relationships.

As a member of the management team, the Office Manager participates in a shared after-hours on-call rotation, providing telephone support to frontline staff and responding to operational issues that arise outside of regular business hours.

This role requires exceptional organizational skills, sound judgment, initiative, attention to detail, and the ability to manage multiple competing priorities while maintaining confidentiality and professionalism.

KEY RESPONSIBILITIES

Office Operations

- Coordinate the day-to-day administrative operations of the organization.
- Ensure office systems, processes, and administrative functions operate efficiently.
- Maintain office supplies, equipment, and general office resources.
- Coordinate maintenance requests, service calls, and repairs for all agency locations.
- Manage vendor relationships and ensure services are completed in a timely manner.
- Assist with organizational projects and operational initiatives.
- Develop and maintain organized filing systems, records, and administrative procedures.

Executive and Administrative Support

- Provide administrative support to the Senior Leadership Team.
- Coordinate meetings, calendars, agendas, meeting materials, and follow-up items.
- Prepare correspondence, reports, presentations, and organizational documents.
- Support committees by preparing meeting packages, recording minutes, and tracking action items.
- Assist with special projects and organizational initiatives as required.
- Participate in the organization's shared after-hours management on-call rotation, providing telephone support and operational guidance to frontline staff and responding to urgent operational issues as required.

Human Resources Administration





- Coordinate employee onboarding documentation.
- Administer employee benefit and RRSP enrolments.
- Maintain confidential employee personnel files and records.
- Liaise with the organization's third-party Human Resources provider regarding administrative matters.
- Coordinate employee recognition initiatives and staff social activities.
- Assist managers with general administrative support related to human resources processes.

Finance Administration

- Process invoices and purchase requests.
- Reconcile corporate credit card statements.
- Coordinate office purchasing and vendor invoices.
- Maintain petty cash and administrative financial records.
- Assist with administrative financial tracking and reporting.
- Support the Finance team by ensuring required documentation is complete and submitted on time.

Health & Safety, Facilities & Compliance

- Coordinate maintenance, repairs, inspections, and preventative maintenance for all program locations.
- Maintain schedules for required inspections, testing, and compliance activities.
- Track Health & Safety documentation and administrative records.
- Lead for the the Joint Health and Safety Committee.
- Coordinate contractor access and vendor service appointments.
- Ensure organizational records remain current and audit-ready.
- Assist with maintaining compliance documentation in accordance with applicable legislation and Ministry requirements.

What We're Looking For

Education

- Diploma or degree in Business Administration, Office Administration, Human Resources, or a related field, or an equivalent combination of education and experience.

Experience

- Minimum three years of progressively responsible office administration or office management experience.
- Experience supporting multiple managers or senior leaders.
- Experience coordinating numerous priorities in a fast-paced workplace.
- Experience with office operations, facilities coordination, vendor management, and administrative systems.
- Experience in a not-for-profit, healthcare, developmental services, or community services environment is considered an asset.

Technical Skills

- Strong proficiency in Microsoft Outlook, Word, Excel, Teams, and Microsoft 365.
- Ability to learn new software systems quickly.
- Excellent computer, organizational, and administrative skills.

Personal Qualities

The successful candidate will be:

- Highly organized with exceptional attention to detail.
- Proactive and able to anticipate needs before they arise.
- Comfortable managing multiple competing priorities.
- Able to work independently while collaborating effectively with a team.
- Professional, approachable, and service-oriented.




- Able to maintain strict confidentiality.
- A strong communicator with excellent interpersonal skills.
- Adaptable, resourceful, and solution-focused.

Why Join Ottawa Rotary Home?

At the Ottawa Rotary Home, you'll be joining a collaborative team that is passionate about supporting children, youth, and adults with physical disabilities and complex medical needs.

Every member of our team plays an important role in helping us deliver exceptional services. We value teamwork, respect, continuous improvement, and creating a positive workplace where employees can grow and succeed.

Benefits

- Dental care
- Extended health care
- Life insurance
- Disability insurance
- RRSP matching program
- Paid time off
- On-site parking

Schedule

- Monday to Friday 08:00 - 16:00
- Participation in a shared after-hours on-call rotation is required.

Language

- English required
- French is considered an asset

Other Requirements

- Valid driver's licence and access to a reliable vehicle is considered an asset.

Equity, Diversity & Accessibility

The Ottawa Rotary Home is committed to building a workforce that reflects the diversity of the communities we serve. We encourage applications from qualified candidates of all backgrounds and are committed to providing an accessible recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the recruitment process, please let us know and we will work with you to meet your needs.

The Ideal Candidate

You're someone who enjoys bringing order to busy environments and takes pride in keeping people, projects, and information organized. You naturally notice details others miss, follow through on commitments, and enjoy solving problems before they become bigger issues.

Whether you're coordinating a contractor, processing employee benefit enrolments, organizing Board meeting materials, managing office operations, or ensuring an important deadline isn't overlooked, you take ownership of your work and enjoy helping a team succeed.

Job Types: Full-time, Permanent

Pay: From $27.00 per hour

Benefits:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match

Flexible language requirement:

- French not required

Application question(s):

- Please describe the most complex administrative or office management role you have held. Include the size of the organization, who you supported, and the primary responsibilities you managed.

Education:

- DCS / DEC (required)

Experience:

- Office management: 3 years (required)
- Microsoft Office: 3 years (required)
- Human resources: 1 year (preferred)
- Payroll: 1 year (preferred)
- Bookkeeping: 1 year (preferred)
- Accounts Payable: 1 year (preferred)
- Office Administration: 1 year (preferred)
- Facilities Management: 1 year (preferred)
- Health & Safety: 1 year (preferred)

Work Location: In person

📌 Office Manager (Canada)
🏢 The Ottawa Rotary Home
📍 Canada