Office Manager at Thera-Business Consulting in Kanata, ON K2K 3G4

Thera-Business Inc. is seeking an organized, dependable, and detail-oriented Office Manager to oversee the company's day-to-day administrative and operational functions.

The Office Manager will be responsible for ensuring that internal business processes run efficiently, including office administration, human resources coordination, payroll, invoicing, employee records, and relationships with external service providers.

The successful candidate will be comfortable taking ownership of administrative processes, managing multiple operational responsibilities, and supporting the smooth functioning of a growing health research organization.

Responsibilities

Office Administration and Operations

• Oversee and coordinate day-to-day office administration and operational procedures.
• Establish, maintain, and improve administrative processes, records, policies, and internal documentation.
• Coordinate office services, equipment, supplies, maintenance, and relationships with external service providers.
• Support internal communications and ensure administrative requests and operational issues are addressed in a timely manner.
• Coordinate company-wide administrative arrangements, including employee meetings, office activities, and operational logistics.
• Identify opportunities to improve administrative efficiency and ensure consistent implementation of office procedures.

Human Resources Administration

• Coordinate employee recruitment activities, including job postings, interview scheduling, and onboarding procedures.
• Maintain employee personnel records, employment documentation, and other HR administrative files.
• Prepare employment-related correspondence, including offer letters and other employee documentation, for management review and approval.
• Administer employee benefits and insurance programs and coordinate with third-party providers.
• Implement and administer company policies and procedures in coordination with management.
• Maintain records of employee leave, absences, and other relevant employment information.
• Track employee administrative and HR issues, facilitating resolution or escalating matters to management as appropriate.

Payroll and Financial Administration

• Process semi-monthly employee payroll and maintain accurate payroll records.
• Coordinate payroll-related documentation, adjustments, and inquiries.
• Prepare and issue client invoices and monitor outstanding accounts receivable.
• Follow up on overdue payments and maintain appropriate financial records.
• Coordinate vendor invoices, payments, expense documentation, and other routine financial administration.
• Maintain accurate records using QuickBooks and Microsoft Excel.
• Assist management with operating budgets, expenditure monitoring, and administrative financial reports.
• Coordinate with external accountants, payroll providers, and other financial service providers as required.

Business Administration and Compliance

• Maintain organized company records, administrative agreements, and business documentation.
• Coordinate the administrative processing, documentation, and tracking of contracts and agreements, referring matters requiring approval or legal review to management.
• Manage relationships with third-party service providers and coordinate renewals and service arrangements.
• Ensure the confidentiality and appropriate handling of employee, client, and company information.
• Prepare periodic administrative reports and provide operational updates to management.
• Perform other office management and operational duties as assigned.

Requirements

• Post-secondary education in Business Administration, Human Resources, Accounting, or a related field, or an equivalent combination of education and relevant experience.
• At least 3 years of relevant experience in office administration, office management, business operations, or a related role.
• Practical experience in payroll processing, invoicing, and financial administration.
• Experience supporting human resources functions, including employee onboarding, recordkeeping, and benefits administration.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience using QuickBooks or comparable accounting software.
• Strong organizational skills and the ability to manage several ongoing administrative processes independently.
• Excellent written and verbal communication skills.
• High level of accuracy, discretion, professionalism, and accountability.

Preferred Qualifications

• Experience in a professional services, consulting, or small-to-medium-sized business environment.
• Familiarity with Ontario employment standards and HR administrative requirements.
• Experience coordinating with accountants, payroll providers, benefits administrators, and external vendors.
• Experience developing or improving administrative procedures.

Core Competencies

• Strong organization and attention to detail
• Effective management of administrative processes
• Accuracy in financial and employee recordkeeping
• Independent problem-solving and follow-through
• Ability to coordinate multiple operational responsibilities
• Confidentiality and sound professional judgment
• Reliability, initiative, and accountability

Job Types: Full-time, Fixed term contract

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Education:

• Bachelor's Degree (required)

Experience:

• Management: 3 years (required)

Language:

• English (required)

Work Location: In person