Office Manager

Duties and Responsibilities

Daily Tasks:

• A/R – typing of all A/R invoices. Follow up on overdue accounts by email and “cc” to owners. Prepare Stat Dec’s when necessary. Check SOV’s monthly when received from the PM to ensure that the figures are balanced. Process any credit card payments. Mark on the online job sheet once a job has been invoiced.
• A/P – enter all A/P invoices. Most invoices come in via e-mail. When the statement is rec’d from the supplier, check all invoices against the statement. Request any missing invoices by e-mail to the supplier. From the statement, determine the amount that will be owing at the end of the current month and keep a listing of these. Go over with owner by the third week or so, what the month end billings will be for our major suppliers as well as day to day purchases.
• Arrange courier for month end payments to major suppliers or hand deliver.
• Handle any inquiries about outstanding A/P either by email or phone.
• Answer phone calls and direct to appropriate person. Screen calls as necessary.
• Collect mail daily and distribute.
• Prepare cheques for deposit either by digital check scan on my desk or manual deposit. Any cheques over $100,000.00 must be deposited manually.
• Co-ordination of paperwork for Betz Pools – pulling permits, arranging for final inspections through contact with ESA. Ensure that owners receive all ESA correspondence in regard to any Betz Pools job including any deficiencies. Type Betz work orders for billing on Excel and produce the invoice.
• Provide administrative support to the PM’s, General Manager and President.

Weekly Tasks:

• Weekly payroll – receive time sheets from the employees, send e-mails if time sheets are not received on time. Prepare payroll in Sage. Send file to the bank via online banking. Print off the weekly deposit from the online site. Check to ensure that the file has been processed (one hour after sending). Email employees their pay stubs on a weekly basis, once payroll is complete. Pay temp workers through online banking, if applicable. Check their time sheets against the invoice received for their hours.
• Weekly, send out a Safety Talk to all employees. These safety talks are sent by our 3rd Party Safety Consults or can be accessed online H & S topics.

Bi-monthly Tasks:

• Co-ordinate payments bi-monthly to our benefit provider.
• Determine Gov’t payroll remittances and create cheque. Take to the bank for payment. This is done twice a month on the 10th and the 25th.
• Prepare supplier cheques and do online payments where applicable.

Monthly Tasks:

• Reconcile Visa statements for four employees. All receipts have to be collected, and amounts must be allocated to the proper accounts.
• Make note of property taxes due dates, make up cheques and pay at the bank (these are due 6 times throughout the year)
• Monthly bank reconciliation for the main account and the payroll account.
• Monthly general journal entries (ex. Condo fees, Insurance payments, loan/lease payments)
• HST – determine the HST owing monthly. Report online to CRA. Prepare cheque and take to the bank for payment.
• EHT – determine the amount owing from the GL and prepare payment (this is monthly as well). Reconciliation of this account is done annually and must be submitted to government.
• WSIB – Determine amount owing and report to WSIB monthly. Prepare cheque and take it to the bank for payment.
• Arrange courier for month end payments to major suppliers or hand deliver.
• Co-ordination of Health benefits with Insurance provider. Get new employees enrolled on the plan and remove employees when necessary. Go onto their site monthly to retrieve invoice.
• Ordering of office supplies as necessary.
• Keep track of all H & S training for all employees, salary and hourly. Ensure that there is not a lapse in coverage when dealing with WAH or MEWP training and arrange for training when necessary.
• Update monthly Sales Forecast for budget/marketing meetings.

Annually Tasks:

• Prepare T4’s on an annual basis. File electronically to CRA and ensure that employees get their copies. Reconcile T4 summary against our records.
• Submission of T5018 Subcontractor’s payments on an annual basis.
• Maintain memberships with online portals i.e. Safe Contractor.
• Co-ordinate bi-annual corporate meetings at a local hotel venue.
• Co-ordinate the yearly BBQ with the vendor.
• At year end, prepare all paperwork for the accountants and work closely with them as they do their final review.

Miscellaneous Tasks:

• On occasion, prepare Vendor pre-qualifications, including CCDC11 when necessary.
• Active member of the JHSC. Take minutes at the meetings (4 times a year). Implement any new business that comes from these meetings.
• Meet with new employees to go over our H & S policies and provide PPE to new employees.
• Maintain auto insurance policy additions/deletions.

Salary to be negotiated upon experience

The project manager position anticipated start is Oct. 1, 2025