Office and Finance Manager

LWPAC; Vancouver; On-site; CAD 92,000 - 136,000; Full time

Job summary

A dynamic design studio in Kitsilano is seeking an organized and proactive Office + Finance Manager. In this full-time role, you'll streamline operations, manage financial processes, and support the design team while ensuring efficiency in a creative environment that values sustainability. Ideal candidates will have relevant experience, exceptional organizational skills, and a keen interest in architecture.

Benefits

Benefits package

Outstanding opportunities for career development

Qualifications

• Minimum 3 years’ experience in office management or finance.
• Proficiency in financial software and Microsoft Office Suite.
• Strong understanding of Canadian financial regulations.

Responsibilities

• Oversee day-to-day studio operations and financial activities.
• Manage office supplies, vendor relationships, and project budgets.
• Assist project managers with tracking project timelines.

Skills

Organizational Skills

Communication

Problem Solving

Time Management

Education

Bachelor’s degree in Finance or Business Administration

Tools

QuickBooks

Microsoft Office Suite

Bluebeam Revu

Job description

We are a fast-paced design studio in the heart of Kitsilano focused on innovative sustainable mixed-use urban housing projects across BC and ON and looking for an organized and proactive individual to streamline operations and manage financial processes. As an Office + Finance Manager , you will be a key member of our team, responsible for overseeing day-to-day office operations, ensuring smooth administrative processes, managing financial activities, and assisting the design team. This is a full-time position for a candidate with background in administration and finance, with an interest in supporting the creative and operational aspects of an architectural studio.

The candidate should be a motivated team player who is organized and self-directed, with excellent communication skills and a strong desire to rigorously explore and solve problems within an environment defined by innovation, technological disruption, and the demands of dynamic growth. Experience in the Architecture, Engineering, and Construction Industry is a bonus. We are an equal opportunity employer and offer a benefits package, outstanding opportunities for career development, and a clear path toward advancement.

Responsibilities, not limited to :

Office Management :

• Oversee the day-to-day operations of the studio, ensuring a well-organized and efficient workspace.
• Manage office supplies, equipment, and vendor relationships (e.g., office supplies, IT support, facilities management).
• Coordinate and schedule meetings, presentations, and client appointments.
• Serve as the primary point of contact for all office-related inquiries and issues.
• Manage software and organization account log-in.
• Manage the studio’s accounting functions, including invoicing clients, processing vendor payments, and handling office expenses.
• Track and reconcile project budgets, ensuring that both short-term and long-term financial goals are met.
• Prepare monthly and quarterly financial reports, providing insights into office and project budgets.
• Collaborate with external accountants for year-end audits, tax preparation, and any regulatory compliance requirements.
• Monitor cash flow and manage office petty cash.
• Assist in managing contracts, funding applications, and project financing, particularly for affordable housing initiatives.

Human Resources Support :

• Assist in employee onboarding and maintain employee records, ensuring compliance with relevant employment laws in BC.
• Manage payroll processing, benefits administration, and coordinate team-building activities.
• Ensure the studio’s work environment is in line with health and safety regulations.

Administrative Support :

• Organize and maintain filing systems for contracts, project documentation, and financial records (both physical and digital).
• Provide administrative support to senior staff, including calendar management, correspondence, and general organization.
• Manage travel arrangements for staff and clients as necessary.
• Assist the firm with professional institute’s registration and professional development requirement.

Project Coordination Support :

• Assist project managers in tracking project timelines and budgets.
• Help coordinate client meetings, presentations, and communication related to project milestones.
• Support project documentation and coordination for affordable housing projects, ensuring adherence to budget and sustainability goals.
• Working collaboratively with Prefabricated Mass Timber System Integrator.

Education & Qualifications

• Bachelor’s degree in Finance, Business Administration, or a related field, or equivalent work experience.
• Minimum of 3 years’ experience in office management, finance, or administration, preferably in a design or architecture environment.

Experience, Skills & Knowledge :

• Proficiency in financial software (e.g., QuickBooks, Xero) and Microsoft Office Suite (Excel, Word, Outlook).
• Solid understanding of Canadian financial regulations and tax laws, particularly those affecting small businesses and the construction / architecture industry.
• Strong organizational skills with an ability to handle multiple tasks and deadlines in a fast-paced environment.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.
• An understanding of or interest in sustainable architecture, affordable housing, and community-driven design is a plus.
• Proficiency in Microsoft Office 365 environment.
• Proficiency in Bluebeam Revu, and Bluebeam cloud collaboration tools.
• Experience with task management software (Jira, Asana, Airtable, or similar).
• Experience with project management software (e.g., CMAP, BQE, Monograph).
• Effective time management.
• Excellent communication and interpersonal skills.
• Knowledge of BC’s construction industry and affordable housing funding sources.
• Experience with HR practices and employee benefits management.

Nice to Haves :

• Experience with multi-unit residential and mixed-use projects.
• Experience with City permit processes such as Development Permit and Rezoning.
• Experience with mass timber construction or relevant construction.
• Experience with knowledge sharing and other management processes.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Finance and Sales

Architecture and Planning

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