Office Manager

Gleaners Foodbank (Quinte); Belleville; On-site; CAD 50,000 - 70,000; Full time

Job summary

A community-focused food bank in Belleville seeks an experienced Office Manager to oversee administrative and financial operations. The ideal candidate will ensure efficient office management while supporting HR processes and Board governance. This full-time role includes a comprehensive health package and generous paid time-off. Join us in making a positive impact in our community.

Benefits

Comprehensive extended health and dental package

Generous paid time-off provisions

Qualifications

• Solid understanding of bookkeeping and accounting principles.
• Experience with financial software.
• Knowledge of organizational project management principles.

Responsibilities

• Oversee daily office administration and financial coordination.
• Support recruitment and HR processes.
• Schedule Board meetings and prepare necessary documents.

Skills

Organization & Efficiency

Discretion & Integrity

Problem Solving

Financial Acumen

Governance Awareness

Education

3-5 years experience in office management, finance, or HR administration

Tools

Sage 50

Microsoft Office Suite

Virtual meeting platforms

Job description

Are you highly organized, detail-oriented, and passionate about making a difference? Gleaners Foodbank is looking for a committed Office Manager to keep our administrative, financial, and governance functions running smoothly—so we can keep feeding our community.

Why Join Us?

At Gleaners Foodbank, we believe that no one should go hungry. As a vital part of our team, you’ll be joining an organization that values compassion, community service, and operational excellence. Your work behind the scenes ensures we can deliver on our mission—day after day. Permanent, full-time employees also receive a comprehensive extended health and dental package and generous paid time-off provisions.

About the Role

Reporting to the Executive Director, the Office Manager ensures the effective and efficient administrative operation of Gleaners Foodbank. You’ll oversee daily office administration, financial and HR coordination, and support Board governance processes. This is a critical behind-the-scenes role ideal for someone who thrives on organization, values confidentiality, and wants to make an impact in a nonprofit setting.

Areas of Responsibility

1. Office & Administrative Management

• Oversee and maintain all office systems including filing, supplies, phones, scheduling, and administrative procedures.
• Develop, document, and improve office policies, procedures, and workflows.
• Provide administrative support to the Executive Director and senior staff, including meeting coordination, calendar management, minute-taking and preparation of reports and correspondence.
• Coordinate office technology and liaise with IT support as needed.

2. Financial Administration

• Process invoices, expenses, and petty cash; prepare financial reports and bank deposits in collaboration with the bookkeeper.
• Maintain financial records in accordance with CRA and charitable compliance standards.
• Assist with the preparation of budgets, audits, and financial reports for internal and external stakeholders.
• Track grant expenditures and ensure documentation is complete and accurate.

3. Human Resources Administration

• Support recruitment, onboarding, and offboarding processes for staff.
• Maintain employee records including contracts, timesheets, leave tracking, and training compliance.
• Coordinate benefit and payroll administration with external providers and/or bookkeeper.
• Ensure HR policies and practices are up to date and compliant with employment standards legislation.

4. Board Governance Support

• Schedule Board and committee meetings; prepare and distribute meeting agendas, minutes, and board packages.
• Maintain accurate and confidential records of Board activities, including motions, attendance, and conflict of interest declarations.
• Assist the Executive Director in monitoring compliance with bylaws and governance policies.
• Coordinate annual filing requirements related to governance (e.g., AGM, CRA, Corporations Canada).

Required Qualifications

• Minimum 3–5 years experience in office management, finance, or HR administration, ideally in a nonprofit or public-sector setting.
• Solid understanding of bookkeeping and accounting principles; experience with financial software (e.g., Sage 50).
• Knowledge of organizational project management principles and practices
• Familiarity with employment legislation, payroll processes, and HR best practices.
• Experience supporting a Board of Directors or working in a governance environment is a strong asset.
• Proficient in Microsoft Office Suite, cloud-based file management, and virtual meeting platforms.

Required Competencies

• Organization & Efficiency: Manages time, tasks, and systems with accuracy and structure.
• Discretion & Integrity: Handles sensitive information with confidentiality and professionalism.
• Problem Solving: Anticipates needs and implements effective solutions with minimal supervision.
• Financial Acumen: Understands budgeting, bookkeeping, and nonprofit financial compliance.
• Governance Awareness: Supports Board operations and compliance with organizational bylaws and policies.

Working ConditionsPhysical Considerations

• Primarily on-site at the Gleaners Food Bank office during regular business hours. Some flexibility may be considered.
• Occasional early morning or evening work may be required for Board or committee meetings.
• Ability to lift light office supplies and manage filing tasks.

Psychological Considerations

• High Degree of Responsibility and Confidentiality: The Office Manager is expected to handle sensitive financial, personnel, and governance information with discretion and accuracy. This role involves frequent independent decision-making and accountability for ensuring compliance with organizational policies and external regulations, which may contribute to moderate mental and emotional demands.
• Competing Priorities and Interruption-Driven Environment: The Office Manager supports multiple functions and stakeholders—including staff, the Executive Director, and Board members—requiring the ability to manage frequent interruptions, prioritize conflicting tasks, and meet tight deadlines. Maintaining focus, emotional regulation, and professional communication in a dynamic, service-oriented environment is essential.

How to Apply

Please submit your resume and a brief cover letter outlining your qualifications and interest in the role to [e-mail] by 4:30pm on Friday, August 8, 2025. We thank all applicants, but only those selected for an interview will be contacted.

Gleaners Foodbank is an equal opportunity employer and is committed to creating a diverse, inclusive, and respectful workplace. If you have need of an accommodation to participate in our recruitment process, please contact us at the email address provided.