Office Manager

Saltex Inc; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

A growing administrative services provider in Toronto is looking for an Office Manager to oversee operations for three distinct companies. The ideal candidate will have 3–5 years of experience in office management, strong organizational and time management skills, and proficiency in Microsoft Office Suite and cloud-based tools. Responsibilities include managing administrative tasks, supporting accounting processes, and ensuring clear communication across companies.

Qualifications

• 3–5 years of experience in office management or administrative leadership.
• Experience supporting multiple departments or companies is preferred.
• High degree of professionalism and discretion with confidential information.

Responsibilities

• Maintain organized filing systems across all entities.
• Prepare and manage correspondence, reports, invoices, and documents.
• Support bookkeeping and coordinate with accountants and payroll.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Problem-solving skills

Tools

Microsoft Office Suite

Google Workspace

Dropbox

QuickBooks

Job description

We are seeking a highly organized, proactive, and resourcefulOffice Managerto oversee day-to-day operations and administrative functions forthree affiliated but distinct companies. This role requires a strong multitasker with exceptional attention to detail, time management skills, and the ability to handle a diverse workload across various business functions.

Key Responsibilities:

Administrative Management (All Companies):

• Maintain organized filing systems (digital and physical) across all entities.
• Prepare, proofread, and distribute correspondence, reports, invoices, and internal documents.
• Manage incoming calls, mail, emails, and office visitors.
• Support bookkeeping processes and coordinate with accountants and payroll providers.
• Order and track office and operational supplies; manage vendor accounts and contracts.
• Manage Accounts payable and receivable team.

Financial & Reporting Support:

• Support invoicing, billing, expense reporting, and petty cash management.
• Collect and organize financial data for monthly and quarterly reporting.
• Liaise with bookkeepers and tax professionals as needed.

Inter-Company Coordination:

• Ensure clear communication and coordination between the three companies.
• Balance competing priorities and deadlines while maintaining accuracy and professionalism.
• Identify process improvements and streamline shared administrative functions.

Qualifications:

• Minimum 3–5 years of experience in office management or administrative leadership.
• Experience supporting multiple departments or companies is strongly preferred.
• Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook) and cloud-based tools (e.g. Google Workspace, Dropbox, QuickBooks).
• High degree of professionalism and discretion with confidential information.
• Excellent verbal and written communication skills.
• Strong organizational and problem-solving skills.