ABOUT YAMA VANSYama 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 ROLEThe 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 ACCOUNTABILITIESOffice 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 DOOffice AdministrationManage office vendor relationshipsSoftware subscription managementInsurance administration — renewals, updates, adding drivers, premium changesLegal admin — coordinating with counsel, managing correspondence and documentsCorporate registry and vehicle document managementGoogle Drive organization and file managementMaintain employee records and the company directoryHiring admin — posting coordination, interview scheduling, offer letter logisticsOnboarding documentation and new hire setupBenefits administrationSupport with planning team eventsLeadership AdminManage CEO’s calendar and inboxGather agenda items, schedule and prepare presentations for leadership meetings, townhalls, and quarterly off-site eventsOrganize meeting notes and follow-up actionsManage travel and off-site event bookingsActively look for tasks to remove from the leadership team's platesFinance Data Entry & AP/ARScan and upload receipts to DextPost invoices and receipts from Dext into the accounting systemTake payments on POSMonitor AR, track incoming payments across bank and POS systemMonitor and maintain the AP ledger, communicate with vendorsPrepare the weekly AP run for review and approvalTrack down missing receipts, clear bank feeds and reconcile statementsSupport month end preparationReception & First ImpressionWalk-in reception — ~3-5 clients and visitors per dayInbound call triage and phone administrationInbound email triage — route, respond,



or elevate as appropriateClient survey and feedback coordinationWHO YOU AREProactive by nature — you anticipate and act, you don't wait to be askedHighly organized and energized by clearing the pile — this kind of work suits youAble to take and follow directions and organize your own time and tasksDiscreet and trustworthy — you'll know a lot about everyone, and that stays with youComfortable following up persistently with the team to track down missing informationDetail-oriented with pride in accurate, well-organized workWarm in person, clear in writing, professional on the phoneComfortable in a fast-moving environment where priorities shiftFair, neutral, and supportive of all staff — you serve the whole team without becoming a stakeholder in itOutdoorsy — you connect with what we do as a companyWHAT YOU BRING5+ years in an office management, administrative, or bookkeeping roleExperience with AP/AR processing, invoice entry, and expense managementFamiliarity with tools like Dext, QuickBooks, or similarTech competence — you are comfortable with software and technology and have the ability to learn current tools quicklyAI curiosity — you are actively using AI tools and have an interest in leveraging this technology in your roleExperience 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 assetComfortable managing multiple vendors, contracts, and renewals simultaneouslyCOMPENSATION & BENEFITSExtended health, dental, and vision benefitsThree weeks paid vacation to startEligible for an annual performance bonus#J-18808-Ljbffr

📌 Administrative Office Manager Position - $20 - $23 An Hour (Winnipeg)
🏢 123Dentist
📍 Winnipeg