Our client is a well-established, family-run business with over four decades of experience serving the Ottawa/Gatineau region. Renowned for delivering high-quality commercial renovations, our client has built strong relationships with some of the city's most reputable developers, property managers, and businesses, collaborating with leading architects and design professionals to bring clients' visions to life.

Our client excels in a wide range of services, including interior re-fit projects, door and frame installations, painting, millwork, and general contracting. Their commitment, dependability, and quality service has earned them a stellar reputation in the industry.

With a small but dedicated team, our client boasts a highly engaged and long-tenured workforce. The company's low turnover rate reflects its supportive, home-like environment, where employees are passionate about their work. This proven team, coupled with their enduring commitment to excellence, positions the company to continue its legacy as a trusted family business for many years to come.

The Office Manager will play a key role in ensuring the smooth day-to-day operations of the office while managing all bookkeeping tasks. This position requires a detail-oriented individual with strong organizational and communication skills, capable of handling multiple responsibilities in a fast-paced environment. This role requires someone with their pulse in accounting operations and office administration.

Key Responsibilities:

Office Management:

• Oversee daily office operations, ensuring a well-organized and efficient workplace.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate meetings, appointments, and travel arrangements for ownership
• Serve as the primary point of contact for internal and external communications.
• Maintain and organize company records, contracts, and project documentation.
• Handle all incoming emails for the President and CEO and coordinate their schedules and meetings
• Support project managers and other team members with administrative tasks as needed.
• Supervise the Administrative Assistant to ensure workflow is completed, and back up front desk when required

Bookkeeping:

• Manage accounts payable and receivable, including invoicing, bill payments, and expense tracking.
• Reconcile bank statements and ensure accurate financial records.
• Prepare and process payroll, including hourly, salaried and bonuses
• Maintain and update the general ledger, including the trial balance, ensuring accuracy and compliance.
• Prepare financial reports, including profit and loss statements, balance sheets, and cash flow statements.
• Work closely with external accountants to facilitate tax preparation and year-end audits.
• Assist with collections for overdue accounts

The ideal candidate will have proven experience as an Office Manager or in a similar role, ideally within the construction industry. You will have strong bookkeeping skills, with proficiency in Sage50 or similar accounting software, and be highly organized with the ability to multitask effectively. Excellent communication skills in both English and French are essential, along with proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with payroll, accounts payable & receivables, general ledger, while working with external accountants and vendors is necessary. We are looking for an early riser who is comfortable working from 6:30 am to 3:30 pm, enjoying a stress-free environment without tight deadlines. You'll need to be responsive to contractors in the morning but can leave with a clear desk by the end of the day. Strong interpersonal skills, an appreciation for a small office setting, and previous experience in an entrepreneurial environment are required.

What will make you stand out:

• Desire to start early but end early
• Balance between the accounting operations and office administration
• Fluency in English & French – oral & written
• Proven experience working in a smaller office environment
• Expertise working with stakeholders and ownership in a manual setting