Please note: This is a confidential recruitment process. Additional information about the organization will be shared with candidates selected to move forward in the process.

Position Summary/Objective

As the Office Manager, you will join a hands-on, team-oriented business where strong service matters. Your work will be visible and important to the day-to-day success of our company. This is a great chance for someone who is confident in taking initiative, finding solutions and keeping a busy office organized and moving forward.

We are seeking a proactive and highly organized individual to keep our day-to-day office, bookkeeping, and administrative operations running smoothly. This role will support invoicing, receivables, payables, vendor coordination, records, supplies, and general office workflows. This is a broad, hands-on role for someone who takes initiative, follows through, and communicates professionally with clients, vendors, and colleagues.

Main Responsibilities/Duties

- Manage day-to-day office administration and prioritize incoming requests across the business.

- Process routine bookkeeping transactions and maintain accurate records in QuickBooks.

- Prepare and issue invoices accurately and promptly.

- Monitor accounts receivable and follow up professionally on outstanding balances.

- Process accounts payable, verify supporting information, and maintain vendor records.

- Reconcile company credit card activity and resolve missing or inconsistent documentation.

- Manage and negotiate vendor contracts.

- Order and maintain office, first aid, cleaning, and selected project supplies.





- Maintain organized and confidential electronic and paper filing systems.

- Coordinate calendars, meetings, bookings, mail, calls, shared requests, and visitors as needed.

- Support recruitment and onboarding administration, including interview coordination and document tracking.

- Improve practical office processes through clear procedures, templates, checklists, and controls.

- Track deadlines and outstanding actions, proactively flagging delays or incomplete information

Who You Are
- At least 8-10 years of relevant office administration and bookkeeping experience.

- Hands on experience with accounts payable and receivable, invoicing and routine financial administration.

- Organized, dependable and detail oriented.

- Works well within a team and is collaborative while also able to work independently.

- Communicates effectively and professionally with clients, vendors and colleagues.

- Strong working knowledge of QuickBooks and MS Office skills (Word, Excel and Outlook).

- Experience working in construction, fabrication or trades is an asset.

Work Environment
- This is an on-site role based in Newmarket, Ontario, with a weekly schedule of 8:00 a.m. to 5:00 p.m., Monday to Friday.

- The work is fast-paced, deadline-driven, with regular interruptions and competing priorities.

Technology & Tools:
- QuickBooks

- Microsoft Excel, Word, and Outlook

- Email, shared electronic files, and standard office systems

- Telephone, printer/scanner, and other standard office equipment

Hiring Range Salary: $65,000- $75,000

📌 Office Manager (Ontario)
🏢 Essential HR
📍 Ontario