Our client is seeking a highly organized and proactive Office Manager to oversee the daily administrative and operational functions of a growing organization. This role is responsible for ensuring the efficient operation of the office while supporting Accounting, Administration, HR, and Operations teams. The ideal candidate is resourceful and possesses strong organizational skills, is proactive in their work, has a positive attitude, and genuinely makes people feel welcome.
Reporting to the Vice President of Operations, the Office Manager will play a critical role in supporting the day to day operations of the organization and ensuring the office is effectively functioning. You are committed to delivering exceptional internal and external service while contributing to the overall success of the business.
If you are the kind of person who notices what is missing before anyone has to ask, who treats every colleague as a partner, and who finds genuine satisfaction in building systems that make other's lives easier, this is the role for you.
Key Responsibilities:
Office Culture & Connectivity:
- Act as a cultural connector, build relationships across departments, recognize team dynamics, and help bridge communication gaps.
- Foster a welcoming, inclusive office environment where staff feel supported and valued.
- Anticipate the needs of the team and leadership, acting proactively rather than reactively.
- Identify opportunities to improve morale, workflows, and the overall office experience.
Office Administration & Facilities:
- Serve as the first point of contact for guests and visitors, creating a professional and warm first impression.
- Answer phones, sort mail, organize couriers, and parking.
- Maintain an organized, clean, and well stocked office including kitchens, boardrooms, and common areas.
- Manage office supply procurement, catering orders, and vendor relationships daily.
- Maintain accurate and organized employee records.
- Maintain an organized library of internal documents and templates, proactively identifying outdated materials for review and update.
- Manage kitchens and meeting room logistics and ensure boardrooms are consistently prepared and presentable.
Payroll & HR Support:
- Enter, review, and verify payroll data with a high degree of accuracy, identify and resolve discrepancies.
- Support onboarding processes including systems access setup, payroll enrollment, and benefits administration.
- Maintain employee data and HR records with confidentiality and precision.
- Liaise with payroll and benefits providers to resolve issues efficiently.
- Assist in developing and referring onboarding documentation and processes over time.
Technology & Systems:
- Leverage Microsoft 365 tools (Outlook, Excel, Word, SharePoint, Teams) confidently and at an intermediate to advanced level.
- Utilize AI tools and productivity platforms to improve day to day administrative workflows.
- Identify opportunities to automate or streamline repetitive tasks and bring forward practical recommendations.
Employee Engagement Support:
- Maintain and update the SharePoint, ensuring content is current, accurate, and easy to navigate.
- Share organizational communications such as employee updates, policy changes, milestone recognition, and general company information across internal channels.
- Support internal communications initiatives in collaboration with HR, Operations, and leadership.
- Support event coordination activities as required, including administrative tracking, meeting logistics, and on-site assistance for internal and external events.
- Work collaboratively within the Operations team to share workload, provide coverage, and contribute to team goals.
- Offer informal guidance and knowledge sharing to team members, helping build collective capability without assuming authority.
- Contribute to team projects, process documentation, and continuous improvement initiatives.
Key Requirements:
- Minimum 5 years of progressive experience in office management or a closely related role.
- Experience in a professional services, consulting, or technical industry environment is considered an asset.
- Post secondary education in Business Administration, Office Management, or a related field is an asset.
- Demonstrated experience with payroll entry and review, and strong commitment to accuracy.
- Intermediate to advanced proficiency in Microsoft 365 (Outlook, Excel, Word, SharePoint, Teams).
- Experience supporting HR functions including onboarding, benefits administration, and employee records management.
- Proven ability to manage vendor relationships and office operations with minimal supervision.
- Experience using or learning AI powered productivity tools (ex. Copilot, ChatGPT, or similar).
- Exceptional attention to detail with strong organizational and time management skills.
- A collaborative, team first mindset with the ability to influence and support without formal authority.
- Professional, warm, and approachable communication style, both written and verbal.
- Familiarity with accounting fundamentals or exposure to AP/AR processes is an asset.
- Experience working within or alongside a structured operations function.
We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.
Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus group is dedicated to being Canada's most trusted provider of Elevated People Solutions.
For more information, visit www.lotus-group.ca.
#LotusA
Work Location: In person
