Executive Office Manager

Humans of HR; Vancouver; On-site; CAD 100,000 - 125,000; Full time

Job summary

Our client, a Vancouver-headquartered professional services firm, seeks an Office Manager to run multi-location operations, payroll, HR, and light accounting with hands-on leadership.

Reporting to the Finance Executive and supporting the Chief People Officer, you will mentor the Receptionist/Office Coordinator, improve processes, and ensure timely, compliant payroll across provinces. This role blends administration with HR and accounting duties.

Qualifications

• 7+ years of payroll/HR and office management experience.
• In-depth knowledge of Canadian payroll legislation.
• Strong accounting knowledge related to payroll, accruals, and reconciliations.
• Advanced Excel with complex formulas, pivot tables, and dashboards.
• Experience with payroll systems and HRIS platforms.
• Ability to coordinate across multiple provinces.

Responsibilities

• Oversee day-to-day office operations across multiple locations, including vendor management and facilities coordination.
• Lead onboarding and offboarding processes with HR, IT, and Finance for a seamless employee experience.
• Supervise the Receptionist/Office Coordinator and set priorities for service excellence.
• Drive continuous improvement in office processes, tools, and workflows.
• Own end-to-end payroll processing across multiple provinces with compliance.
• Administer employee benefits programs and manage remittances and year-end filings (T4s).
• Coordinate annual insurance renewals and maintain corporate records.
• Apply strong accounting principles to payroll accruals and general ledger entries.
• Partner with Finance to support year-end close activities related to payroll and headcount reporting.
• Prepare payroll cost analyses and ad-hoc reporting for management.
• Maintain internal controls around payroll and office expenditures.

Skills

Office management

Payroll administration

HR administration

Advanced Excel

Process improvement

Collaborating with finance

Tools

Payroll systems

HRIS

Accounting software

Job description

Our client is a well-established, privately held professional services firm headquartered in Vancouver, with additional offices in other Canadian provinces. They have engaged Humans of HR to recruit an Office Manager — a trusted operational leader who keeps the firm's people processes, front office, and administrative functions running smoothly across multiple locations.

This is a great fit for someone who enjoys variety: part office leadership, some HR and payroll administration, part accounting support, with real ownership over how things run day to day.

The Role

This role blends office administration with payroll, HR, and light accounting support. The ideal candidate is hands-on, detail-oriented, and proactive — someone who sees around corners, improves processes, and keeps things running smoothly without close supervision. The role reports to the Finance Executive with a dotted line to the Chief People Officer and provides direct supervision and mentorship to the Receptionist/Office Coordinator to ensure a professional, well-run front office.

Key Responsibilities

Office Operations & Employee Lifecycle

• Oversee day-to-day office operations across multiple locations, including vendor management, facilities coordination, and administrative services
• Lead onboarding and offboarding processes, coordinating with HR, IT, and Finance for a seamless employee experience
• Manage and mentor the Reception/Office Coordinator, setting priorities and ensuring service excellence
• Drive continuous improvement in office processes, tools, and workflows

Payroll & HR Administration

• Own end-to-end payroll processing across multiple provinces, ensuring accuracy, timeliness, and legislative compliance
• Administer employee benefits programs, including enrollments, changes, terminations, and annual renewals
• Manage payroll-related statutory remittances (CPP, EI, income tax, workers' compensation) and year-end filings (T4s, and provincial equivalents where applicable), working with the payroll provider
• Serve as the primary point of contact for payroll audits, benefit providers, and external advisors
• Ensure payroll and HR practices align with company policy and evolving regulatory requirements
• Coordinate annual business insurance renewals (e.g., general liability, cyber, D&O/E&O coverage)
• Maintain corporate records such as resolutions and approvals, and coordinate filings with external legal counsel as needed
• Apply strong accounting principles to payroll accruals, reconciliations, and general ledger entries
• Partner with Finance to support year-end close activities related to payroll, benefits, and headcount reporting
• Prepare payroll cost analyses, variance explanations, and ad-hoc reporting for management
• Maintain strong internal controls and documentation around payroll and office expenditures

Business Partnership & Execution

• Translate the company's operational needs into practical day-to-day decisions
• Independently identify issues, risks, and inefficiencies — and drive solutions to completion
• Produce executive-ready reports using advanced Excel (complex formulas, pivot tables, dashboards, scenario analysis)

Qualifications

• 7+ years of progressive experience in payroll/HR and office management
• Strong working knowledge of Canadian payroll legislation, benefits administration, and statutory remittances across multiple provinces
• Solid grounding in accounting principles, particularly as they relate to payroll, accruals, and reconciliations
• Advanced Excel proficiency — able to build, audit, and maintain complex spreadsheets independently
• Experience with payroll systems and HRIS platforms

$100,000 – $125,000 Commensurate with experience and depth of payroll, accounting, and multi-province responsibility. Actual salary may vary based on experience and expertise.