Office Manager

Job summary

Coordinate the Canadian branch’s administrative, financial, and operational activities, including budgeting, invoicing, payments, procurement, contract administration, reporting, and compliance. Manage office facilities and employee administration, and coordinate with headquarters, project teams, suppliers, clients, and external advisers.

Job details

The Gruppo Ferrovie dello Stato Italiane is looking for an Office Manager to join FS Engineering - Branch Canada at the Toronto office. Why choose FS Engineering? FS Engineering is the leading engineering company in Italy, with over 30 years of experience and more than 2,500 professionals. It has a widespread presence throughout the national territory and exports its know-how to more than 60 countries worldwide. Working with us means being part of an environment that values diversity and bases every initiative on ethics and social responsibility. Sustainability and innovation are our core values. You will specifically be responsible for the following activities: Coordinate the Canadian Branch’s administrative, financial and operational activities, liaising with local management and headquarters in Italy. Support project budgeting, cost monitoring, forecasting and financial reporting, highlighting potential discrepancies and risks. Manage payment applications, client invoicing and accounts receivable, ensuring alignment with contractual milestones and supporting documentation. Support contract administration, project reporting and document control, coordinating with project managers, engineering teams and clients. Coordinate procurement activities, supplier and subcontractor administration, including quotations, agreements, renewals and required approvals. Oversee day-to-day financial administration, including supplier payments, banking operations, reconciliations and employee expense reimbursements. Coordinate corporate records, insurance documentation and legal and regulatory compliance activities with external advisers and relevant authorities. Support employee onboarding, personnel records, payroll and benefits administration, maintaining confidentiality. Manage office facilities, leases, service providers, supplies and IT support coordination, identifying opportunities to improve efficiency and control costs. Coordinate employee accommodation, relocation, travel logistics and company vehicle administration. Required qualifications: High school diploma or equivalent Administrative qualifications are mandatory, possibly supported by a contract experience Experience in Financial management, Budgeting, Invoicing and payments Experience in Procurement and Supplier negotiations Experience in Reporting, Stakeholder coordination and process improvement High level of proficiency in English languages (written and verbal). Good proficiency in Spanish and Italian language will be considered as a plus Familiarity with office management software and equipment. Attention to detail and accuracy in all tasks. Discretion and confidentiality when handling sensitive information. Proficiency in Sharepoint and Word, Excel, PowerPoint, Outlook The ideal profile is completed by: result orientation and resilience, problem solving, integration and teamwork, planning and organization skills and open communication. What we offer: Type of contract: full-time Salary range: 80.000€-100.000 CAD per year Location: Toronto Would you like to be part of the major projects that are reshaping the world of infrastructure and transport in Italy and worldwide? If you meet the required qualifications, select this vacancy and apply by 20/11/2026!

What you’ll do

Coordinate the Canadian branch’s administrative, financial, and operational activities, including budgeting, invoicing, payments, procurement, contract administration, reporting, and compliance. Manage office facilities and employee administration, and coordinate with headquarters, project teams, suppliers, clients, and external advisers.

Requirements

A high school diploma or equivalent and administrative qualifications are required, along with experience in financial management, budgeting, invoicing, payments, procurement, supplier negotiations, reporting, and stakeholder coordination. Candidates should have strong written and spoken English, proficiency with Microsoft Office and SharePoint, attention to detail, discretion, and strong planning, problem-solving, teamwork, and communication skills; Spanish and Italian are an advantage.

Listed skills

• Budgeting · Preferred
• Forecasting · Preferred
• Financial Reporting · Preferred
• invoicing · Preferred
• Accounts receivable · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Management
• Financial Management
• Budgeting
• Cost Monitoring
• Forecasting
• Financial Reporting
• Invoicing
• Accounts Receivable
• Contract Administration
• Document Control
• Procurement
• Supplier Negotiation
• Banking Operations
• Reconciliation
• Payroll Administration
• Stakeholder Coordination

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Transportation
• Engineering