Office Manager

Position Title: Office Manager

Salary & Benefits: $75,000-$85,000 plus 3 weeks vacation, office closure during the holidays, 100 % employer-paid benefits

Location: Ottawa, ON

Work Model: Onsite

Additional Notes:

Our Client is a well-established construction company seeking an experienced Office Manager to streamline administrative, financial, and logistical functions. This is critical for ensuring payroll accuracy, regulatory compliance, project cost tracking, and improved operational efficiencies. The company is transitioning from manual processes to digital systems for payroll, accounting, and overall office management.

The Office Manager will oversee the office’s day-to-day operations, ensuring smooth financial administration, compliance with tax and payroll regulations, and coordination of project logistics. A key focus of this role is moving processes online, including payroll manually), payments, and record-keeping. The successful candidate will play a key role in this transformation, improving efficiency and modernizing operations.

Key Responsibilities:

1. Financial & Payroll Management

• Process employee payroll (30-35 seasonal workers in summer, 15-20 in winter) using Simply Accounting/Sage
• Ensure accurate and timely source deductions, HST remittances, WSIB, and CRA filings.
• Work closely with the external accounting firm for taxation, ensuring compliance with financial regulations.
• Oversee accounts payable and receivable, ensuring timely documentation and reporting.
• Maintain job costing, profit/loss tracking, and financial reporting for management.
• Administer group benefits, RRSP programs, and employee tax filings (EHT, T4s, tax installments, etc.).
• Manage bank reconciliations and maintain accurate financial records.

2. Operations & Project Coordination

• Maintain a “to be billed” list and ensure prompt and accurate invoicing.
• Track daily field crew activities and manage records of job-related expenditures.
• Run and maintain a project cost and tracking list.

3. Logistics & Dispatching

• Oversee dispatching of orders for concrete, equipment rentals, and other essential resources.
• Track and manage rental equipment and traffic control setups.
• Coordinate fleet and equipment maintenance schedules and expenses.
• Ensure compliance with safety and environmental regulations, including tracking certifications, permits, and training records.
• Manage vendor and subcontractor relationships, ensuring contract and billing accuracy.
• Generate weekly and monthly reports on project financials, job costs, and resource utilization.

4. Administrative Leadership & Digital Transformation

• Implement digital tools and software (CRM, project management, accounting, payroll, etc.) to replace manual processes.
• Lead the transition from paper-based to online financial and administrative systems.
• Establish scalable office procedures that align with company growth.
• Facilitate communication and coordination between the office and field teams.
• Oversee HR administration, including onboarding and contract management.

The ideal candidate will have proven experience in office management, financial administration, and payroll processing within the construction industry or a similar field. They should possess strong technical skills, including proficiency in Simply Accounting/Sage, CRA online filings, HST remittances, and job costing. Excellent organizational abilities are essential, as the role requires managing multiple tasks, tracking projects, and overseeing financial reporting. The candidate should also have experience in process improvement, particularly transitioning from manual to digital processes, implementing new software solutions, and enhancing efficiency.

What will make you stand out:

• Strong interpersonal and organizational skills are necessary to communicate with employees, management, and external partners.
• Fluency in English is required; proficiency in French would be considered an asset.
• Additionally, the role offers flexible start times, so the ideal candidate should be adaptable to the evolving needs of the business.
• Proactive & Driven: individual who takes initiative to improve office operations, streamline processes, and enhance overall efficiency.

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At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personalized assistance or more details on our recruitment process, please contact our hiring team.

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