Office Manager

Yama Vans; Calgary; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Extended health benefits

Dental benefits

Vision benefits

Three weeks paid vacation

Annual performance bonus

Job summary

Yama Vans is seeking an organized Office Manager to be the administrative backbone in Calgary. You’ll own office administration, day-to-day finance data entry, and executive support, ensuring the business runs smoothly and the leadership team stays focused.

Reports to the CEO; full-time, on-site role in Calgary. You’ll proactively identify gaps, streamline processes, and protect the CEO from administrative drag.

Qualifications

• 5+ years in an office management, administrative, or bookkeeping role.
• Experience with AP/AR processing, invoice entry, and expense management.
• Familiarity with tools like Dext, QuickBooks, or similar.
• Tech competence and ability to learn new tools quickly.
• AI curiosity and comfort using AI tools in work.
• Experience with Google Workspace (Drive, Calendar, Gmail, Docs, Sheets).
• Ability to learn ERP/CRM tools (ClickUp, Odoo, HubSpot).
• HR administration experience is an asset.
• Comfort managing multiple vendors, contracts, and renewals.

Responsibilities

• Office Administration: manage vendor relationships, subscriptions, insurance, HR records, onboarding and people admin.
• Leadership Admin: manage CEO calendar, prepare leadership meeting materials, travel bookings, notes follow-up.
• Finance Data Entry & AP/AR: post invoices, monitor AR, maintain AP ledger, assist month-end prep.
• Reception & First Impression: handle walk-ins, calls, emails, and client feedback coordination.

Skills

Office management

AP/AR

Dext/QuickBooks

Tech savvy

AI tools

Google Workspace

ERP/CRM

HR experience

Vendor management

Tools

Dext

QuickBooks

ClickUp

Odoo

HubSpot

Job description

ABOUT YAMA VANS

Yama Vans is Canada’s premium adventure van manufacturer. Built to endure, designed to inspire. Our work is guided by Japanese design values and North American adventures, with a shared commitment to craftsmanship, efficiency, and living life outside the lines. Our small, hungry, and growing team of 30 move fast, sweat the details, and always enjoy the ride. Our vans make the journey as memorable as the destination and serve as basecamps for people who want to upgrade their access to the outdoors.

THE ROLE

The Office Manager is the administrative backbone of Yama Vans. You'll own office administration, day-to-day finance data entry, and executive support — keeping the business running and the team focused on what only they can do. You proactively identify gaps and loose ends and take action to solve them efficiently and effectively.

Reports directly to the CEO. Full-time, on-site in Calgary.

YOUR FOUR ACCOUNTABILITIES

• Office administration is organized and current. Vendors, subscriptions, insurance, legal admin, HR records, onboarding, and people admin are maintained to standard and nothing falls through the cracks.
• The leadership team is protected from administrative drag, primarily the CEO. You actively seek opportunities to remove tasks from leadership’s plates.
• Finance data entry and AP/AR processing is accurate and on time. Invoices and receipts are posted, the AP ledger is maintained, the weekly AP run is prepared, and AR is monitored across bank and POS system.
• The first impression of Yama is excellent. Walk-in reception, inbound calls, helpdesk, and email triage are handled warmly and professionally.

WHAT YOU'LL ACTUALLY DO

Office Administration

• Manage office vendor relationships
• Software subscription management
• Insurance administration — renewals, updates, adding drivers, premium changes
• Legal admin — coordinating with counsel, managing correspondence and documents
• Corporate registry and vehicle document management
• Google Drive organization and file management
• Maintain employee records and the company directory
• Hiring admin — posting coordination, interview scheduling, offer letter logistics
• Onboarding documentation and new hire setup
• Benefits administration
• Support with planning team events

Leadership Admin

• Manage CEO’s calendar and inbox
• Gather agenda items, schedule and prepare presentations for leadership meetings, townhalls, and quarterly off-site events
• Organize meeting notes and follow-up actions
• Manage travel and off-site event bookings
• Actively look for tasks to remove from the leadership team's plates

Finance Data Entry & AP/AR

• Scan and upload receipts to Dext
• Post invoices and receipts from Dext into the accounting system
• Take payments on POS
• Monitor AR, track incoming payments across bank and POS system
• Monitor and maintain the AP ledger, communicate with vendors
• Prepare the weekly AP run for review and approval
• Track down missing receipts, clear bank feeds and reconcile statements
• Support month end preparation

Reception & First Impression

• Walk-in reception — ~3-5 clients and visitors per day
• Inbound call triage and phone administration
• Inbound email triage — route, respond, or elevate as appropriate
• Client survey and feedback coordination

WHO YOU ARE

• Proactive by nature — you anticipate and act, you don't wait to be asked
• Highly organized and energized by clearing the pile — this kind of work suits you
• Able to take and follow directions and organize your own time and tasks
• Discreet and trustworthy — you'll know a lot about everyone, and that stays with you
• Comfortable following up persistently with the team to track down missing information
• Detail-oriented with pride in accurate, well-organized work
• Warm in person, clear in writing, professional on the phone
• Comfortable in a fast-moving environment where priorities shift
• Fair, neutral, and supportive of all staff — you serve the whole team without becoming a stakeholder in it
• Outdoorsy — you connect with what we do as a company

WHAT YOU BRING

• 5+ years in an office management, administrative, or bookkeeping role
• Experience with AP/AR processing, invoice entry, and expense management
• Familiarity with tools like Dext, QuickBooks, or similar
• Tech competence — you are comfortable with software and technology and have the ability to learn new tools quickly
• AI curiosity — you are actively using AI tools and have an interest in leveraging this technology in your role
• Experience with Google Workspace (Drive, Calendar, Gmail, Docs, Sheets)
• Ability to quickly learn ERP/CRM tools (we use ClickUp, Odoo and HubSpot)
• HR administration experience is an asset
• Comfortable managing multiple vendors, contracts, and renewals simultaneously

COMPENSATION & BENEFITS

• Extended health, dental, and vision benefits
• Three weeks paid vacation to start
• Eligible for an annual performance bonus