Office Manager

Retailogists; Montreal (administrative region); Hybrid; CAD 52,000 - 68,000; Full time

Job summary

Retailogists in Montreal seeks an Office Manager to oversee bookkeeping, payroll coordination, invoicing, accounts payable/receivable, employee administration, and executive support. The role requires a proactive, detail-oriented professional comfortable in a fast-paced entrepreneurial environment.

Ideal candidates have 3+ years in office management, payroll experience in Quebec, and fluency in French and English. Proficiency with QuickBooks, Xero, Wagepoint, ADP or Ceridian is expected.

Qualifications

• Bachelor's degree in accounting or a related field.
• Three+ years of experience in office management, bookkeeping, accounting administration, payroll, or a similar role.
• Experience handling accounts payable, accounts receivable, invoicing, expenses, and bank reconciliations.
• Experience processing or coordinating payroll in Quebec.
• Strong confidentiality with employee and financial information.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities independently.
• Strong written and verbal communication skills.
• Comfortable interacting with executives and staff at all levels.
• Hands-on experience with accounting/payroll platforms (QuickBooks, Xero, Wagepoint, ADP, Ceridian).
• Proficiency in French and English for internal and external communications.

Responsibilities

• Manage day-to-day bookkeeping and maintain accurate financial records.
• Prepare and issue client invoices.
• Monitor accounts receivable and follow up on outstanding payments.
• Process supplier invoices, employee expenses, and accounts payable.
• Reconcile bank accounts, credit cards, and payment platforms.
• Organize receipts, invoices, contracts, and supporting financial documents.
• Assist with monthly and year-end financial closings.
• Coordinate with external accountants, bookkeepers, and tax advisors.
• Prepare basic financial and administrative reports for management.
• Support cash-flow tracking and provide visibility into upcoming payments and receivables.
• Ensure financial information is entered accurately and on time in the accounting system.
• Oversee payroll coordination and maintain payroll records.
• Manage employee onboarding/offboarding documentation and benefits coordination.
• Support recruitment coordination and executive assistance.

Skills

Bookkeeping

Payroll

Accounts payable

Accounts receivable

Invoicing

Bank reconciliations

Office administration

Executive support

French & English fluency

Education

Bachelor's in accounting or similar field

Tools

QuickBooks

Xero

Wagepoint

ADP

Ceridian

Job description

Retailogists is your comprehensive retail partner dedicated to optimizing your ROI. Leveraging cutting-edge technology and data-centric digital marketing, we fuel your business growth and help you achieve your objectives. Our seasoned experts simplify the complexities of eCommerce, from devising effective digital strategies to crafting high-performance transactional platforms and executing intelligent marketing plans.

We excel in streamlining your business operations through automation and synchronization, covering areas such as transactional solutions for both B2C and B2B, merchandising, logistics optimization, and systems integrations, including ERP, inventory, and CRM.

We also specialize in building state-of-the-art data infrastructure that empowers you with actionable business insights, ranging from straightforward reporting to AI-driven decision-making.

About the Role

The Office Manager will play a central role in keeping our office and administrative operations running smoothly.

This position is ideal for someone who is comfortable managing multiple responsibilities, including bookkeeping, payroll coordination, invoicing, accounts payable and receivable, employee administration, office management, and executive support.

The successful candidate must be proactive, detail-oriented, trustworthy, and comfortable working in a fast-paced entrepreneurial environment.

Responsibilities

Accounting and Financial Administration

Manage day-to-day bookkeeping and maintain accurate financial records.

Prepare and issue client invoices.

Monitor accounts receivable and follow up on outstanding payments.

Process supplier invoices, employee expenses, and accounts payable.

Reconcile bank accounts, credit cards, and payment platforms.

Organize receipts, invoices, contracts, and supporting financial documentation.

Assist with monthly and year-end financial closing activities.

Coordinate with the company’s external accountants, bookkeepers, and tax advisors.

Prepare basic financial and administrative reports for management.

Support cash-flow tracking and provide visibility into upcoming payments and receivables.

Ensure financial information is entered accurately and on time in the company’s accounting systems.

Payroll and Employee Administration

Coordinate and process payroll accurately and within established deadlines.

Maintain employee payroll information, vacation balances, commissions, bonuses, and other compensation records.

Manage employee onboarding and offboarding documentation.

Prepare employment letters, contracts, payroll forms, and other administrative documents.

Coordinate employee benefits and communicate with benefits providers when required.

Maintain confidential and accurate employee files.

Assist management with vacation tracking, attendance records, and internal HR administration.

Support recruitment coordination, including interview scheduling and candidate communication.

Work with external payroll, HR, legal, and accounting providers as needed.

Office Management

Manage the daily operations of the Montreal office.

Ensure the office remains organized, professional, clean, and fully operational.

Order office supplies, equipment, food, and other workplace necessities.

Manage relationships with landlords, building management, maintenance providers, cleaners, couriers, and other vendors.

Coordinate office repairs, access cards, keys, security, parking, and workspace requirements.

Welcome visitors, clients, candidates, and service providers.

Receive and distribute mail, packages, and deliveries.

Coordinate internal meetings, team events, lunches, and company activities.

Maintain office policies, procedures, and shared administrative records.

Help ensure that employees have the equipment and resources required to perform their work.

Executive and Administrative Support

Provide administrative support to the company’s leadership team.

Schedule meetings, manage calendars, and coordinate appointments when required.

Prepare documents, reports, presentations, and internal communications.

Assist with travel arrangements, reservations, and itineraries.

Maintain corporate documents, insurance records, contracts, and vendor agreements.

Coordinate signatures, approvals, renewals, and filing deadlines.

Assist with government forms, corporate registrations, permits, and other administrative requirements.

Identify opportunities to improve administrative processes and introduce more efficient systems.

Qualifications

Bachelors in accounting or similar field.

A minimum of three years of experience in office management, bookkeeping, accounting administration, payroll, or a similar role.

Practical experience managing accounts payable, accounts receivable, invoicing, expenses, and bank reconciliations.

Experience processing or coordinating payroll in Quebec.

Strong understanding of confidential employee and financial information.

Strong attention to detail and commitment to accuracy.

Ability to manage several priorities independently.

Strong written and verbal communication skills.

Comfortable working directly with executives and employees at all levels.

Hands-on experience using accounting and payroll platforms such as QuickBooks, Xero, Wagepoint, ADP, Ceridian, or similar systems.

Fluency in both French and English is required due to communication with employees, clients, and suppliers in Quebec and outside the province.

Montreal

Office Manager