Office Manager — Pretty River Academy
About Us
Pretty River Academy is a close-knit independent school in Collingwood, where families, faculty and learners of all ages know each other by name. We are seeking an experienced Office Manager to lead the day-to-day administrative and operational functions of our school office with skill, confidence, and genuine care for our community.
About the Role
The Office Manager runs the operational core of the school. Central to this role is the ability to build genuine relationships with families, students, and staff, creating a warm and trusted presence that shapes how our community experiences the school every day. This role oversees on-site and off-site logistics, communications, documentation, compliance, and financial administration for the school. The successful candidate brings professional expertise in human resources, bookkeeping, systems and process design, event coordination, and organizational communication, and applies technology with confidence to keep every part of the school running with accuracy and foresight. This position carries genuine latitude to build and improve how the school operates.
Key Responsibilities
Systems, Technology, and Process Improvement
- Maintain and manage the school's information and records platforms with accuracy and care
- Design and refine workflows and processes that reduce administrative burden and improve accuracy across HR, finance, and communication functions
- Establish monitoring practices to track deadlines, compliance requirements, and outstanding items, and surface them proactively to leadership
- Navigate and manage multiple software platforms with confidence, including school management systems, scheduling tools, and productivity software
- Bring an openness to evaluating and adopting new tools, including AI-assisted platforms, where they can strengthen efficiency, communication, or information flow across the school; prior experience with these tools is a valued asset though not a requirement
Human Resources
- Lead HR administration, including personnel files, hiring logistics, onboarding and offboarding, attendance and leave tracking, and compliance documentation (Vulnerable Sector Checks, certifications, employment recordkeeping)
- Build and maintain organized digital workflows for HR processes, ensuring records remain accurate, current, and easily retrievable
- Exercise professional judgment in handling confidential personnel matters
- Lead recruitment logistics from posting through offer stage
Finance Administration and Contracts
- Support bookkeeping functions, including accounts receivable and accounts payable, with accuracy and attention to detail
- Manage billing, invoicing, and payment tracking for programs including transportation, field trips, Camp Curiosity, After School Activities, and facility rentals
- Handle day-to-day purchasing and expense administration, including ordering office and classroom supplies, processing purchase requests, and managing invoices for rentals, vendors, and services
- Draft, organize, and maintain contracts and agreements related to vendors, rentals, and program services
- Reconcile accounts and maintain clear, well-organized financial records to support the Business Office
- Follow up on outstanding balances and payments in a professional and consistent manner
Event and Logistics Coordination
- Plan and coordinate school events, including open houses, parent conferences, and community gatherings, both on-site and off-site
- Manage scheduling, room and space bookings, vendor relationships, and calendars with precision and foresight
- Build repeatable systems and checklists for recurring events and logistics, improving consistency year over year
- Anticipate logistical needs and resolve conflicts proactively
Communications, Documentation, and Relationship Management
- Serve as the school's central point of contact, coordinating communication and documentation across families, faculty, leadership, and external partners
- Manage school-wide communications, including newsletters and notices, through organized and efficient workflows
- Maintain thorough, well-organized documentation across HR, finance, events, and family-facing processes
- Support leadership with reliable follow-through on communications and administrative matters
- Understand the needs of school families and respond to sensitive matters, including student health and custody information, with discretion and tact
- Serve as a warm, professional, and consistent presence for families, students, and staff, representing the school's values in every interaction
Qualifications
- 3+ years of professional experience in office management, school operations, or human resources, with demonstrated ability to independently manage a function or area of responsibility
- Bookkeeping experience, including accounts receivable and accounts payable (QuickBooks or similar platforms)
- Post-secondary education or diploma in Office Administration, Human Resources, Business Administration, or a related field
- Strong technical fluency, including Microsoft Office, Google Workspace, and school management or database platforms an asset
- Openness to using AI-assisted tools to improve workflow efficiency, communication, or information management; prior experience is an asset
- Proven ability to design, document, and improve operational processes and systems
- Experience drafting or managing contracts and vendor agreements
- Demonstrated skill in event planning and logistics coordination
- Excellent written and verbal communication skills
- Sound, mature judgment in handling confidential and sensitive information
- A warm, personable, community-oriented approach to service
- School environment experience preferred
What We Offer
- A salary of $52,000 – $60,000 annually, reflective of the scope and skill required for this role
- Benefits, RRSP matching and professional development opportunities
- A respected position at the heart of a high-trust, mission-driven community in Collingwood, with genuine latitude to build and improve how the school operates
How to Apply
Please submit a resume and cover letter outlining relevant experience and examples of independently managing office operations, human resources, bookkeeping, or systems and process improvement through Indeed along with 3 professional references. We thank all applicants for their interest. Candidates selected for an interview will be contacted directly.
Pretty River Academy is committed to fostering a diverse and inclusive community and welcomes applications from all qualified candidates.
Pay: $52,000.00-$60,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
Experience:
- Office management: 3 years (required)
Language:
Licence/Certification:
- Post Secondary Degree in related field (required)
Location:
- Collingwood, ON L9Y 5E7 (preferred)
Work Location: In person
