Office Manager & Payroll Administrator

Location:
Vancouver, BC Position Summary We are seeking an experienced, organized, and proactive Office Manager & Payroll Administrator to oversee office administration, payroll, and administrative coordination across a multi-property business that includes hotels, residential buildings, and other operations. This role combines traditional office management, payroll administration, human resources coordination, and business support. The successful candidate will work closely with ownership, hotel managers, the Property Manager, the Bookkeeper, and the Accounts Payable Specialist to ensure smooth communication, organized workflows, and efficient day-to-day operations. We are looking for someone who takes initiative, works independently, identifies opportunities for improvement, and can manage a variety of responsibilities while supporting the broader needs and growth of the business.

Key Responsibilities
1. Office Management & Administration
- Manage daily office administration and ensure tasks are completed efficiently.
- Monitor incoming emails, calls, correspondence, and documents, directing inquiries to the appropriate person.
- Prepare, review, and send emails, letters, reports, and other business correspondence.
- Manage office supplies, inventory, purchasing, and relationships with office vendors.
- Maintain organized records, filing systems, contracts, and confidential documents.
- Coordinate meetings, appointments, follow-ups, and administrative deadlines.
- Ensure important information reaches the appropriate people and outstanding matters are followed up on. 2. Payroll Administration
- Coordinate and process payroll accurately and on schedule across multiple businesses and entities.
- Work with hotel managers and other department contacts to collect and verify timesheets, hours worked, approved adjustments, and payroll changes.
- Maintain employee records, payroll documentation, deductions, and vacation balances.
- Coordinate payroll remittances, Records of Employment, year-end documents, and related reporting.
- Respond to employee payroll questions and help resolve discrepancies.
- Ensure payroll procedures comply with applicable employment standards and tax requirements.
- Coordinate with external accountants or payroll providers when necessary. 3. Team Coordination & Communication
- Work closely with hotel managers, the Property Manager, the Bookkeeper, and the Accounts Payable Specialist to coordinate information and administrative requirements.
- Support hotel managers with payroll documentation, employee paperwork, and other office-related matters.
- Coordinate the collection of invoices, approvals, employee information, and reports from different properties and departments.
- Follow up on outstanding documents, approvals, and administrative tasks.
- Help improve communication and coordination between ownership, the office, hotel teams,



and property management.
- Assist with onboarding, training coordination, and the development of office procedures as needed. 4. Human Resources & Immigration Coordination
- Maintain employee files, employment documentation, onboarding records, and related paperwork.
- Coordinate with the company's immigration lawyer regarding employee and applicant documentation, requirements, deadlines, and follow-ups.
- Act as an administrative point of contact between applicants, employees, hotel managers, ownership, and legal representatives.
- Track outstanding documents, application milestones, and renewal deadlines.
- Assist with recruitment, interview scheduling, job postings, offer letters, and onboarding.
- Maintain confidentiality when handling sensitive employee and applicant information. *Immigration-related responsibilities are administrative and do not replace the advice or services of a licensed immigration professional.
* 5. Employee Benefits
- Assist ownership with researching and coordinating the development of an employee benefits plan. 6. Business Support, Ownership Assistance & Process Improvement
- Provide direct administrative support to ownership and assist with various business and personal administrative tasks as required.
- Monitor and manage ownership's incoming email correspondence, including reviewing, organizing, prioritizing, and responding to emails on their behalf.
- Draft professional email responses and correspondence for ownership, ensuring inquiries and requests are addressed or directed to the appropriate person.
- Identify urgent or important messages and bring them to ownership's attention.
- Track outstanding requests, commitments, and follow-ups to ensure matters are not overlooked.
- Assist with scheduling, appointments, meetings, travel arrangements, document preparation, and other executive assistant duties as required.
- Assist ownership with projects and administrative needs across hotels, residential buildings, and other business operations.
- Identify inefficiencies, administrative gaps, and opportunities to improve existing processes.
- Develop practical procedures, checklists, tracking systems, and reporting tools.
- Research vendors, services, software, and business solutions as needed.
- Assist with business planning, project coordination, and implementation of new initiatives.
- Follow up with hotel managers and other team members on outstanding tasks and projects.
- Recommend practical ways to improve efficiency, organization, communication, and cost control. Required Qualifications




- Minimum 3–5 years of experience in office management, payroll administration, or a comparable administrative role.
- Practical experience processing or coordinating payroll.
- Strong administrative, organizational, and recordkeeping skills.
- Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
- Strong written and verbal English communication skills.
- Excellent email writing and professional correspondence skills.
- Ability to manage competing priorities, meet deadlines, and work independently.
- Strong problem-solving skills and proactive approach to identifying and resolving issues.
- Ability to communicate professionally with ownership, hotel managers, employees, vendors, accountants, lawyers, and external service providers.
- Ability to handle confidential financial, employee, and business information appropriately. Preferred Qualifications
- Experience supporting multiple companies, properties, hotels, or other operating businesses.
- Familiarity with Canadian payroll requirements and BC employment standards.
- Experience with payroll software, accounting systems, and digital document management.
- Experience coordinating with immigration lawyers or handling immigration-related administrative documentation.
- Previous experience providing executive or administrative support directly to business owners or senior management.
- Experience improving office procedures and coordinating business projects. Ideal Candidate We are looking for someone dependable, resourceful, and comfortable handling a variety of responsibilities. The right candidate will manage everyday office tasks while also taking initiative on larger administrative projects. This person should not simply wait for instructions. We expect them to recognize what needs attention, organize priorities, follow up with the right people, identify problems, and recommend practical solutions. The successful candidate will act as an important link between ownership, hotel managers, and the office team. They will help keep information organized, ensure administrative matters are followed through, support employees and managers, and contribute to improving processes and developing the business. They must also be comfortable working directly with ownership, handling correspondence on their behalf, managing confidential information, and taking responsibility for administrative tasks that require discretion, organization, and good judgment.

How to Apply
Please submit your resume outlining your office management, payroll, and administrative experience. Include the types of businesses you have supported, the systems you have used, and examples of administrative improvements or projects you have helped implement. Pay: $65,000.00-$75,000.00 per year

Advantages:
- On-site parking

Experience:
- Office management: 5 years (preferred) Work

Location:
In person

📌 Office Manager (Vancouver)
🏢 George Dawson Inn
📍 Vancouver