ABOUT VIVID SOLUTIONS

Vivid Solutions is an innovative software development company dedicated to providing user-centred and cutting-edge technology solutions for our clients in the BC Government sector. We thrive on tackling complex problems, and are passionate about helping people and businesses thrive by developing technology solutions that enable them to excel in their respective industries. With over 25 years of experience in the IT industry, Vivid Solutions boasts a wealth of knowledge, experience, and adaptability in an ever-changing technological landscape. Our value-driven and innovation-first mindset cements us as one of the leading custom software teams and drives us to produce top-tier products for our clients.

At Vivid Solutions, we believe that a motivated and fulfilled team contributes to our overall success. We offer a unique work experience that balances making a tangible impact with the continuous growth and stability that you seek, while our people-first culture fosters professional development and work-life balance. We are headquartered in Victoria, BC and to learn more about what we offer please visit https://www.vividsolutions.com/.

ABOUT THE ROLE

We are seeking an enthusiastic and conscientious Office Manager to join the Vivid team for a full-time opportunity, starting in February 2026. Located in downtown Victoria, this role will require an in-office presence to support our operations, manage our facilities and help create a welcoming and inclusive environment through People Operations initiatives. Vivid Solutions values providing rewarding and safe work arrangements and we are happy to offer a flexible work schedule.

As the Office Manager, you will be an integral part of Vivid Solutions, fostering a positive, engaging and inclusive work environment. You will bring a strong people-centric focus to your role, directly impacting employee satisfaction and team culture. In this multifaceted position, you will manage office operations, lead People Operations (HR) initiatives, support finance and accounting functions, and ensure that our team members have a seamless experience throughout their time with the company. Whether you are organizing employee engagement activities, supporting the recruitment process, managing invoicing and expenses, or ensuring the smooth onboarding and offboarding of team members, you will help create an environment where people feel valued, supported and connected.

You will be the first point of contact for visitors and clients as they arrive at the office, and look after our office space (meeting rooms, common areas, kitchen, etc.) so that they are functional, comfortable and conducive to happy and productive work. You will also receive direction from the COO on other administrative initiatives.

KEY RESPONSIBILITIES

• Reception & Front Office: Answer reception phone, manage mail, monitor accounts email, welcome clients and guests, manage taxi cards, and liaise with building management and office security.

• Office & Facilities Management: Maintain meeting rooms and common areas, monitor and stock office and kitchen supplies, water plants, and ensure the workspace is functional and welcoming.

• Recruitment & Onboarding: Develop recruitment strategies, manage job postings and Applicant Tracking System, oversee comprehensive onboarding for new hires, and manage offboarding procedures for departing employees.

• People Operations & HRIS: Maintain BambooHR system, manage benefits administration, process time off requests, support performance review cycles and employee training, ensure HR compliance (WCB, contracts, insurance), and conduct engagement surveys.

• Time Tracking & Payroll Support: Send bi-weekly timesheet reminders, track attendance, input contractor time, manage subcontractor timesheets, and assist with payroll reporting.

• Employee Engagement & Culture: Coordinate and maintain culture building initiatives, plan corporate events and team-building activities, execute employee recognition programs, and manage the United Way campaign.

• Finance & Accounting: Manage full cycle accounts payable and receivable, generate and send invoices, track and approve employee expenses, reconcile credit cards monthly, manage quarterly PST remittance, and prepare year-end materials for our external accountant.

• Policy & Compliance: Work with the executive team to ensure company policies are current and align with best practices.

• Ongoing Operations Support: Correspond with external accounting team, work closely with COO on tasks as needed, and manage various recurring tasks relating to the office, finance and People Operations, marketing and social media.

• Cross-functional Support: Take on additional administrative responsibilities from Directors and Executives as needed to support the company's mission and operations

QUALIFICATIONS

• 3+ years of experience in office administration, people operations, or facilities management within a fast-paced environment.

• Experience supporting people-focused initiatives, such as onboarding, employee recognition and performance management.

• Experience with basic accounting functions such as accounts payable/receivable, invoicing, and expense management.

• Strong organizational skills, with a keen eye for detail, and the ability to handle multiple tasks simultaneously while maintaining a high level of presentation and accuracy.

• Excellent communication skills with a service-oriented approach and a strong sense of discretion and confidentiality.

• Resourceful and proactive, with strong critical thinking skills to troubleshoot issues, streamline processes, and keep operations running smoothly.

• Familiarity with HR software (e.g., BambooHR) and productivity tools like MS Office, Jira/Confluence, Slack and MS Teams is an asset.

• Experience with accounting software and financial tracking is an asset.

• Ability to work collaboratively and creatively with diverse teams and adapt to changing needs in a dynamic environment.

YOU WILL…

• Bring energy, enthusiasm, and a creative outlook to the table when solving problems, tackling challenges, and building relationships.

• Be innately driven, with a growth-focused mindset, and a strong desire to learn and improve.

• Default to curiosity in all aspects of your work.

• Enjoy the challenge of supporting different teams within our business.

• Take pride in our office space and proactively tend to it in support of our team (and plants).

• Take ownership of your work, doing what is needed without being asked, and following through.

• Use strong communication skills in both remote and in-person relationships.

• Believe in providing the best experience to our clients and team.

• Thrive in a multifaceted role that blends people operations, office management, and financial coordination.

COMPENSATION, BENEFITS & PERKS

• Salary Range: $60,000-75,000.

• Comprehensive Extended Health and Dental.

• RRSP Matching.

• Annual Sick Leave.

• Personal Health & Wellness Benefits.

• Professional Development support.

• Profit Share Program.

• In-Person work at our Victoria Office with some remote flexibility.

DIVERSITY, EQUITY & INCLUSION

We are an equal-opportunity employer and are dedicated to fostering an inclusive and diverse environment for employees from all walks of life. Employment decisions are made without regard to race, colour, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, or disability. We hire based on talent, and we’re excited to hear what you will bring to our team!

HOW TO APPLY

To apply, please submit a resume and cover letter. We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.

If you don’t meet all of our requirements exactly or have taken a non-traditional professional path, we still want to hear from you! Use your cover letter to tell us about your unique experience - we strive to build a diverse team and recognize that skills are transferable.