Office Manager

Full-Time | Burnaby, BC

Join Our Team

St. Matthews Day Care Society is a well-established non-profit childcare organization that has proudly served families in the Burnaby community for over 40 years. We are seeking an experienced, organized, and highly motivated Office Manager to join our leadership team.

This is a unique opportunity for someone who enjoys variety and wants to play an integral role in the success of a respected community organization. Reporting collaboratively with the Operations Manager and working closely with the Board of Directors, the Office Manager oversees the organization's financial administration, governance support, human resources administration, information technology, procurement, facilities coordination, and general administrative operations.

If you enjoy solving problems, improving systems, working independently, and making a meaningful contribution to a non-profit organization, we'd love to hear from you.

Position Summary The Office Manager is responsible for the overall administrative, financial, governance, and operational support of the organization. Working closely with the Operations Manager and Board of Directors, this position supports budgeting, policy development, staffing processes, and organizational compliance while independently managing full-cycle accounting, administrative systems, IT equipment, procurement, and external communications.

This position plays a vital role in ensuring the productive day-to-day operation of the organization while maintaining financial integrity, regulatory compliance, and excellent service to families, employees, community partners, and the Board.

Compensation Package

· Salary starting at $54,000 per year, dependant on qualifications and experience (based on full time work of 35 hours per week)

· Starting vacation 3 weeks per year

· Eligible for Management extended health/dental package after 3 months

· Additional paid time off for Easter Monday, Christmas Eve, Boxing Day, and New Years Eve

· Professional development assistance

· Two paid staff training days per year

Key Responsibilities

Financial Management & Accounting

- Manage full-cycle accounting using Sage 50
- Process accounts payable and receivable
- Process payroll and statutory remittances
- Complete bank reconciliations
- Prepare monthly financial statements and Board reports
- Assist in developing and monitoring annual operating budgets
- Prepare year-end financial information for external accountants




- Complete tax filings and regulatory reporting
- Monitor organizational investments and prepare reports
- Liaise with auditors, accountants, banks, and investment advisors

Board Governance & Society Administration

- Support the Board of Directors in governance activities
- Prepare Board meeting agendas and supporting documents
- Record and maintain Board meeting minutes
- Coordinate Annual General Meetings
- Maintain corporate records and required society filings
- Ensure organizational compliance with applicable legislation

Human Resources Administration

- Support recruitment and hiring processes
- Coordinate employee onboarding
- Maintain confidential employee records
- Support HR policies and procedures
- Maintain knowledge of employment standards and licensing requirements

Policy & Operational Support Working collaboratively with the Operations Manager to:

- Develop and update organizational policies
- Assist with operational planning
- Support staffing and budgeting processes
- Ensure compliance with licensing and regulatory requirements

Information Technology Maintain and coordinate office technology including:

- Computers and office equipment
- Microsoft 365 systems
- Surveillance camera system
- FOB/access control system
- Printers and photocopiers

· Coordinate repairs, upgrades, vendors, and external IT support.

Administration

- Manage organizational email and correspondence
- Prepare reports, policies, letters, and official documents
- Maintain administrative filing systems
- Provide administrative support to leadership and the Board

Procurement & Facilities

- Purchase office, kitchen, and program supplies
- Monitor inventory
- Coordinate vendor orders
- Assist with kitchen support when required
- Coordinate maintenance and facility repairs

Community & Stakeholder Relations

Act as liaison with

- Families
- Schools
- City departments
- Regulatory agencies
- Community partners
- Service providers

Maintain professional communication while supporting licensing, funding, and municipal compliance.

Basic Maintenance

- Perform routine facility inspections
- Complete minor repairs and maintenance




- Coordinate larger maintenance projects
- Maintain maintenance logs
- Assist with emergency preparedness
- Support licensing inspections and facility readiness

Qualifications

Required

- Responsible Adult Certification (or ability to obtain)
- Diploma or coursework or experience in Business Administration, Accounting, Human Resources, or related field

Preferred

- Early Childhood Education Assistant (ECEA) Certification

Experience & Skills We're looking for someone with experience in many of the following areas:

- Office management
- Financial administration
- Full-cycle accounting
- Payroll
- Budget preparation
- Board governance
- Human resources administration
- Non-profit administration (asset)
- Policy development
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Ability to work independently and manage multiple priorities

Experience with:
- Sage 50 Accounting
- Microsoft 365
- Zoom
- Calendly

is considered a strong asset.

Knowledge

Working knowledge of applicable legislation including:

- Employment Standards Act
- BC Human Rights Code
- Workers Compensation Act
- WorkSafeBC Occupational Health & Safety Regulation
- Community Care and Assisted Living Act
- Child Care Licensing Regulation

Working Conditions This position is ideal for someone who enjoys balancing administrative, financial, and operational responsibilities.

The successful candidate must be comfortable:

- Working independently and as a team
- Managing multiple priorities simultaneously
- Meeting deadlines
- Occasionally lifting supplies and performing minor maintenance tasks
- Collaborating with management, staff, families, community members and the Board of Directors

Why Join St. Matthews Day Care Society?

- Meaningful work supporting children and families
- Collaborative leadership team
- Stable, well-established non-profit organization
- Varied and engaging work
- Opportunity to make a lasting impact on the organization
- Supportive and respectful workplace culture

How to Apply

Please submit your

- Cover Letter
- Resume
- Relevant certifications
- Minimum of 2 work related references

Only those selected for an interview will be contacted. Position will remain open until filled.

Pay: From $54,000.00 per year

Benefits

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
- Wellness program

Work Location: In person

📌 Day Care Office Manager (Finance / Admin) (Burnaby)
🏢 St. Matthews Day Care Society
📍 Burnaby