ABOUT YAMA VANS
Yama Vans is Canada’s premium adventure van manufacturer. Built to endure, designed to inspire. Our work is guided by Japanese design values and North American adventures, with a shared commitment to craftsmanship, efficiency, and living life outside the lines. Our small, hungry, and growing team of 30 move fast, sweat the details, and always enjoy the ride. Our vans make the journey as memorable as the destination and serve as basecamps for people who want to upgrade their access to the outdoors.

THE ROLE
The Office Manager is the administrative backbone of Yama Vans. You'll own office administration, day-to-day finance data entry, and executive support — keeping the business running and the team focused on what only they can do. You proactively identify gaps and loose ends and take action to solve them efficiently and effectively.

Reports directly to the CEO. Full time, on-site in Calgary.

YOUR FOUR ACCOUNTABILITIES

Office administration is organized and current. Vendors, subscriptions, insurance, legal admin, HR records, onboarding, and people admin are maintained to standard and nothing falls through the cracks.

The leadership team is protected from administrative drag, primarily the CEO. You actively seek opportunities to remove tasks from leadership’s plates.

Finance data entry and AP/AR processing is accurate and on time. Invoices and receipts are posted, the AP ledger is maintained, the weekly AP run is prepared, and AR is monitored across bank and POS system.

The first impression of Yama is excellent. Walk-in reception, inbound calls, helpdesk, and email triage are handled warmly and professionally.

WHAT YOU'LL ACTUALLY DO
Office Administration

Manage office vendor relationships

Software subscription management

Insurance administration — renewals, updates, adding drivers,



premium changes

Legal admin — coordinating with counsel, managing correspondence and documents

Corporate registry and vehicle document management

Google Drive organization and file management

Maintain employee records and the company directory

Hiring admin — posting coordination, interview scheduling, offer letter logistics

Onboarding documentation and new hire setup

Benefits administration

Support with planning team events

Leadership Admin

Manage CEO’s calendar and inbox

Gather agenda items, schedule and prepare presentations for leadership meetings, townhalls, and quarterly off-site events

Organize meeting notes and follow-up actions

Manage travel and off-site event bookings

Actively look for tasks to remove from the leadership team's plates

Finance Data Entry & AP/AR

Scan and upload receipts to Dext

Post invoices and receipts from Dext into the accounting system

Take payments on POS

Monitor AR, track incoming payments across bank and POS system

Monitor and maintain the AP ledger, communicate with vendors

Prepare the weekly AP run for review and approval

Track down missing receipts, clear bank feeds and reconcile statements

Support month end preparation

Reception & First Impression

Walk-in reception — ~3-5 clients and visitors per day

Inbound call triage and phone administration

Inbound email triage — route, respond, or elevate as appropriate





Client survey and feedback coordination

WHO YOU ARE

Proactive by nature — you anticipate and act, you don't wait to be asked

Highly organized and energized by clearing the pile — this kind of work suits you

Able to take and follow directions and organize your own time and tasks

Discreet and trustworthy — you'll know a lot about everyone, and that stays with you

Comfortable following up persistently with the team to track down missing information

Detail-oriented with pride in accurate, well-organized work

Warm in person, clear in writing, professional on the phone

Comfortable in a fast-moving environment where priorities shift

Fair, neutral, and supportive of all staff — you serve the whole team without becoming a stakeholder in it

Outdoorsy — you connect with what we do as a company

WHAT YOU BRING

5+ years in an office management, administrative, or bookkeeping role

Experience with AP/AR processing, invoice entry, and expense management

Familiarity with tools like Dext, QuickBooks, or similar

Tech competence — you are comfortable with software and technology and have the ability to learn new tools quickly

AI curiosity — you are actively using AI tools and have an interest in leveraging this technology in your role

Experience with Google Workspace (Drive, Calendar, Gmail, Docs, Sheets)

Ability to quickly learn ERP/CRM tools (we use ClickUp, Odoo and HubSpot)

HR administration experience is an asset

Comfortable managing multiple vendors, contracts, and renewals simultaneously

COMPENSATION & BENEFITS

Extended health, dental, and vision benefits

Three weeks paid vacation to start

Eligible for an annual performance bonus

#J-18808-Ljbffr

📌 Office Manager (Alberta)
🏢 Yama Vans
📍 Alberta