Office & Accounting Administrator

Overview FBM Who we are FBM, one of Atlantic Canada’s most recognized and award-winning design and planning firms, is seeking an Office & Accounting Administrator to work out of their brand-new office in Halifax, NS. A studio of collaborating architects, interior designers, planners, and various subject matter experts, FBM is responsible for the design of a wide range of built environments. For more than 100 years, FBM has been creating spaces that enhance the quality of life within them and the communities they serve. We call this people-driven design. In 2025, FBM entered into a Partnership with Dillon Consulting Limited. These two proudly Canadian, employee-owned and operated firms are excited to join forces to support the needs of clients from coast to coast to coast. Your Opportunity Are you a dynamic leader who thrives on creating a positive and productive office culture? Do you excel at managing day-to-day operations while building strong relationships with internal teams and external stakeholders? We’re looking for a proactive problem-solver to manage office logistics, support our admin team, and enhance the overall experience for staff and clients. If you’re ready to make a meaningful impact in a collaborative, fast-paced environment—we want to hear from you. In this position, you’ll have the opportunity to apply your organizational, communication, and financial skills in a professional environment that values initiative and growth. Your ability to foster strong working relationships will elevate both your success and ours. With a focus on excellence, you’ll have the opportunity to shape your own rewarding career path within our firm. By joining the FBM team, you will be joining a firm that has developed an excellent reputation for award-winning work and an extensive portfolio of community-based projects including the Halifax Central Library, Richmond Yards, and the new Bayers Lake Community Outpatient Centre. You’ll be part of a dedicated team of professionals who are proud of the communities they work with and value a culture of skill diversification and development. We empower employees through mentorship, learning, and opportunities for professional growth. FBM prioritizes strong working relationships and a sense of belonging through engaging social events, employee surveys, and responsiveness. This commitment to professional growth and team culture has earned FBM recognition as one of Canada’s Top 100 Employers™ for three consecutive years. Responsibilities Office & Accounting Administration Support the day-to-day operations of the office and contribute to a positive, productive office culture that promotes employee satisfaction Coordinate meeting room bookings, including Lunch & Learns (L&Ls), meeting setup, and catering Assist in organizing local office meetings and work-related events Manage the front desk, including answering the switchboard, greeting visitors and couriers, and handling mail and package distribution Maintain office filing systems and support archiving processes Manage end‑to‑end accounts payable processing, including invoice entry, inbox and statement maintenance, and timely approval and entry of staff expense claims Execute bi‑weekly collection outreach and aged‑debt reporting by contacting past‑due clients and ensuring timely resolution of outstanding invoices Manage office equipment and supplies, including furniture, copiers, general supplies, and amenities Format a range of operational documents using Microsoft Word, including editing and proofreading for grammar, spelling, consistency, and overall quality Complete document production tasks such as photocopying, scanning, binding, and compiling PDF files Provide general administrative support as needed to ensure the effective operation of the office and support of project and proposal teams Manage all FBM tenant leasehold related matters Actively participate on the Joint Occupational Health and Safety Committee (JOHSC) Learning & Development Commit to self-development and ongoing learning and professional development Qualifications Advanced skills in Microsoft Word with experience in formatting large and complex documents Proficient in Microsoft Excel and comfortable using PDF editing software to compile and manipulate multi-document files Excellent attention to detail, a high regard for accuracy, and the ability to consistently produce high-quality work Understanding of basic accounting principles, financial processes, and terminology Professional verbal and written communication skills Strong interpersonal skills and a positive, can-do attitude, with the ability to provide an enthusiastic, solutions-focused presence in the office Ability to prioritize tasks effectively to meet tight deadlines and shifting workload demands Able to work both independently and collaboratively within a team environment Ability to lift and move items up to 25 lbs, such as packages, office supplies, or small furniture Experience Experience in architecture, engineering, construction, or other professional services is considered an asset Familiarity with Joint Occupational Health and Safety Committee (JOHSC) participation and workplace safety best practices is considered an asset About FBM FBM is a mid-sized architectural, interior design, and planning firm based in downtown Halifax. We recently moved into our own purpose-built mixed-use office building in the eclectic and growing Halifax North End, a short walk from Halifax Commons. FBM boasts an impressive portfolio of award-winning architectural and planning projects achieved over its 100-plus-year history in Atlantic Canada and has been named one of Canada’s Top 100 Employers, Atlantic Canada’s Top Employers, Nova Scotia’s Top Employers, and one of Canada’s Top Small/Medium Employers. In addition, we offer: A competitive compensation package Comprehensive health benefits Employer matching retirement savings plan Student loan repayment assistance with matching employer contributions Flexible work hours and hybrid working options FBM values its staff and the work they do every day. We recognize that everyone’s needs are different, so we’re offering flexible and hybrid work options to help balance work and personal life. Please note, however, that the Office & Project Administrator role is required to be full time in office. Employee and Family Assistance program A variety of EFAP tools and online resources to support well-being are available to all employees. Goodlife Fitness Corporate Membership Our employees can take advantage of reduced annual membership fees. Wellness Subsidy Our employees can take advantage of a wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes. Employment Equity, Diversity & Inclusion at FBM Our ethos, people-driven design, means that we are committed to creating an inclusive and diverse workplace that reflects the communities and clients we serve, and the people with whom we work. We are proud to be recognized among Canada’s Top Employers.

Manage day-to-day office operations, including front desk reception, facility logistics, and administrative support for project teams. Handle end-to-end accounts payable processing, debt collection outreach, and the maintenance of operational documents.

Requires advanced proficiency in Microsoft Office and a solid understanding of basic accounting principles. Candidates should possess strong organizational skills and the ability to lift up to 25 lbs.

• Comprehensive Health Benefits • Employer Matching Retirement Savings Plan • Student Loan Repayment Assistance • Flexible Work Hours • Hybrid Working Options • Employee and Family Assistance Program • Goodlife Fitness Corporate Membership • Wellness Subsidy

Identified from the job description. Confirm important requirements above.

• Microsoft Word
• Microsoft Excel
• PDF Editing Software
• Accounts Payable
• Financial Reporting
• Office Management
• Document Formatting
• Interpersonal Communication
• Time Management
• Administrative Support
• Debt Collection
• Proofreading

• Administrative
• Finance & Accounting
• Art & Design
• Construction
• Consulting

Minimum experience

2+ years

Apply by

May 29, 2027

Posting language

English

Working hours

40 hours per week