Office Manager

Job summary

Oversee the architecture practice’s administrative and operational functions, coordinating with project managers and principals to monitor project budgets, profitability, and financial targets. Manage financial processes including invoicing, payables, receivables, payroll, budgeting, and forecasting, while supporting hiring, licensing renewals, proposals, and consultant contracts.

Job details

Office Manager - Architecture Firm - Downtown Toronto (Hybrid 3 days in office | 2 days work from home) Compensation: $90,000-$100,000 + total package This role is responsible for overseeing the administrative, financial, and project coordination functions of an architecture firm to ensure efficient operations, project profitability, and workforce management. Key Responsibilities Manage the day-to-day operational and administrative functions of the architecture practice. (ie. Coordinate with project managers and principals to ensure projects remain on budget and meet financial targets) Support invoicing, accounts receivable, accounts payable, and consultant payment processes. Develop, maintain, and monitor annual company budgets and department financial plans. Prepare quarterly and annual financial forecasts to support strategic decision-making. Track project budgets and monitor expenditures. Assist in Hiring process. Application renewals for Annual Professional Association fees and License requirements. Generating and processing payroll (Ceridian, ADP) Support other departments with miscellaneous administration and clerical based duties (ie. Review top-up insurance requirements for Marketing's proposal submissions) Generate project fee proposals and issue Consultant contracts. Qualifications 5+ years of experience in architecture, engineering, construction, or professional services environments. Strong knowledge of budgeting, forecasting, project management, and financial reporting. Experience with financial management software (ie. Ajera) Excellent organizational, analytical, communication, and leadership skills.

What you’ll do

Oversee the architecture practice’s administrative and operational functions, coordinating with project managers and principals to monitor project budgets, profitability, and financial targets. Manage financial processes including invoicing, payables, receivables, payroll, budgeting, and forecasting, while supporting hiring, licensing renewals, proposals, and consultant contracts.

Requirements

Requires at least 5 years of experience in architecture, engineering, construction, or professional services, along with knowledge of budgeting, forecasting, project management, and financial reporting. Candidates should have experience with financial management software such as Ajera and strong organizational, analytical, communication, and leadership skills.

Listed skills

• Budgeting · Preferred
• Financial Reporting · Preferred
• Accounts receivable · Preferred
• invoicing · Preferred
• Project Coordination · Preferred
• Leadership · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Operations
• Administrative Management
• Budgeting
• Financial Forecasting
• Financial Reporting
• Project Budget Tracking
• Accounts Payable
• Accounts Receivable
• Invoicing
• Payroll Processing
• Project Coordination
• Hiring Support
• Proposal Preparation
• Consultant Contracting
• Organizational Skills
• Leadership

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Engineering
• Art & Design

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