Office Manager

UPLAND | Planning + Design; Halifax; Remote; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Flexible hours

Remote work options

Vacation pay 10%

Health insurance

Dental coverage

Long-term disability coverage

Transit program

Job summary

UPLAND is a leading Canadian planning and design firm offering flexible work hours and remote options. The Office Manager will oversee financial systems, project setup, and daily operations, ensuring smooth growth and efficiency for a collaborative team of planners, designers, and GIS specialists.

The role emphasizes discretion, organization, and proactive support across accounting, HR, and office management to keep the studio running and projects on track.

Qualifications

• Strong bookkeeping and financial administration experience.
• Experience in office management and business administration.
• Tech-savvy and confident managing financial, and project management systems.
• Highly organized, detail-oriented, discreet with sensitive information.

Responsibilities

• Support leadership and project managers with project setup and administration.
• Assist with expense tracking, subconsultant management, and invoicing coordination.
• Maintain project systems including Factor, Slack, Google Drive, Notion, and other tools.
• Coordinate travel bookings, venue rentals, and project-related logistics.
• Coordinate benefits enrollment and plan management.
• Support recruitment, hiring logistics, contracts, and onboarding processes.
• Manage office supplies, vendors, building relationships, and workspace setup.
• Support office events, team meetings, and social activities.
• Maintain staff records, time-off tracking, and internal communications.

Skills

Bookkeeping

Office management

Tech-savvy

Discretion

Tools

Gemini (AI)

Notion

Adobe Creative Suite

Job description

UPLAND is a leading Canadian planning and design firm based in Halifax, Nova Scotia. Since 2014, we’ve worked with communities across the region to deliver locally grounded, innovative planning and design solutions. As a collaborative team of landscape architects, planners, urban designers, engagement specialists, and GIS analysts, we take pride in creating meaningful, context-specific work. Our projects span landscape architecture, urban design, physical site planning, municipal policy, active transportation, housing, parks, and more. We’re known for award-winning, high-quality work that is rooted in community engagement and strong partnerships.

About the Position

UPLAND is seeking an experienced Office Manager to support our team. This role is ideal for someone who brings strong business administration and financial experience. The Office Manager is the operational backbone of the organization. You will ensure our financial and project systems are accurate and efficient, support leadership with project setup and reporting, and keep the office running smoothly as our business continues to grow. This role requires someone who is highly organized, proactive, discreet, and comfortable juggling the following priorities:

• Work with our bookkeeper to manage day-to-day expenses using QuickBooks Online and Dext
• Process accounts payable and monitor accounts receivable
• Manage staff expense reports and reimbursements
• Oversee office insurance policies and financial subscriptions

Project Support

• Support leadership and project managers with project setup and administration
• Assist with expense tracking, subconsultant management, and invoicing coordination
• Maintain project systems including Factor, Slack, Google Drive, Notion, and other tools
• Coordinate travel bookings, venue rentals, and project-related logistics

Operations

• Coordinate benefits enrollment and plan management
• Support recruitment, hiring logistics, contracts, and onboarding processes
• Manage office supplies, vendors, building relationships, and workspace setup
• Support office events, team meetings, and social activities
• Maintain staff records, time-off tracking, and internal communications

Day-to-day Operations

• Manage office supplies, vendors, building relationships, and workspace setup
• Oversee health and safety compliance, PPE, first aid, and workplace ergonomics
• Coordinate office events, team meetings, and social activities
• Manage office technology, equipment, and IT coordination
• Maintain staff records, time-off tracking, and internal communications

What We're Looking For

Qualifications:

• Strong demonstrated bookkeeping and financial administration experience
• Experience in office management and business administration
• Tech-savvy and confident managing financial, and project management systems
• Highly organized, detail-oriented, and able to handle sensitive information with discretion

“Nice to have” Skills & Attributes:

• Experience with software, such as Gemini (AI), Notion, and Adobe Creative Suite
• Proposal writing experience
• Background in consulting, planning, engineering, architecture, or professional services

Why Work With Us?

At UPLAND, we believe meaningful work depends on a positive and supportive environment. We offer:

• Flexible work hours and remote work options
• Generous vacation pay for part time staff (10% compared to provincial 4-6% standard)
• Comprehensive health, dental, and long-term disability coverage
• Access to the Halifax Transit Smart Trip program
• A bright, welcoming office in Halifax’s historic Brewery Market
• Annual Professional Development stipend
• Clear company structure with career development opportunities

Committed to Inclusion

UPLAND is committed to creating and celebrating a diverse, inclusive workplace. We welcome applications from all qualified individuals regardless of race, gender identity, sexual orientation, age, religion, disability, or background.

Learn more about us at uplandstudio.ca