OFFICE MANAGER

Recruiting In Motion - Eastern Ontario; Vancouver; On-site; CAD 60,000 - 68,000; Full time

Job summary

Our Vancouver-based client, an established engineering firm, is seeking an Office Operations Coordinator to join the administrative team on-site. The role covers reception, basic accounting, and office support, with a focus on keeping daily operations smooth and responsive.

You will balance front desk duties with AP/AR tasks, invoicing, and project documentation, collaborating closely with the accounting and project teams.

Qualifications

• Experience in reception, office administration, or office coordination.
• Experience with accounts payable/receivable, invoicing, or basic bookkeeping.
• Familiarity with QuickBooks is an asset.
• Strong data-entry skills and excellent attention to detail.
• Proficient with Microsoft Office and general office software.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize, and manage deadlines.

Responsibilities

• Manage front desk operations and serve as the first point of contact for visitors, clients, and staff.
• Answer and direct incoming phone calls professionally, take messages, and respond to general inquiries.
• Greet visitors and ensure they are directed to the appropriate team members.
• Monitor and manage the general inbox and shared calendar, responding to or forwarding correspondence as required.
• Order and maintain office supplies.
• Provide general administrative support to the team and assist with daily office operations.
• Enter vendor bills, code expenses, and assist with payment processing using QuickBooks.
• Record incoming payments and maintain accurate customer account records.
• Follow up with clients by phone regarding outstanding invoices and payments.
• Assist with project invoicing and expense report entry.
• Perform basic account reconciliations and support invoice-related inquiries.
• Liaise with the accounting department regarding invoices and project budgets.
• Assist with preparing and issuing project proposals, change orders, and other project documentation.
• Track fee proposals, RFIs, change orders, and submittals.
• Maintain organized project files, document control, and record retention.
• Prepare and distribute meeting minutes.
• Support communication between internal teams, clients, and subcontractors.
• Assist with quality control and ensure company procedures are followed.

Skills

Data entry

Attention to detail

Communication

Multitasking

Organization

Tools

QuickBooks

Microsoft Office

Job description

About Opportunity

Our client, a well-established engineering firm with multiple locations, is seeking a personable, organized, and proactive Office Operations Coordinator to join its administrative team at its Vancouver office. This is an excellent opportunity for someone who enjoys being the first point of contact, takes pride in keeping an office running smoothly, and is comfortable balancing reception, administrative, and basic accounting responsibilities.

The successful candidate will be a hands-on team player who is happy to pitch in wherever needed, communicates effectively, and takes initiative in managing day-to-day priorities.

Location: Vancouver, BC

Position Type: Permanent, Full-Time

Salary: $60,000-$68,000 annually (up to $75,000 for the right candidate)

Start Date: November 9, 2026

Work Arrangement: On-site

Key Responsibilities

Reception & Office Administration

• Manage front desk operations and serve as the first point of contact for visitors, clients, and staff.
• Answer and direct incoming phone calls professionally, take messages, and respond to general inquiries.
• Greet visitors and ensure they are directed to the appropriate team members.
• Monitor and manage the general inbox and shared calendar, responding to or forwarding correspondence as required.
• Order and maintain office supplies.
• Provide general administrative support to the team and assist with daily office operations.

Accounts Payable & Receivable

• Enter vendor bills, code expenses, and assist with payment processing using QuickBooks.
• Record incoming payments and maintain accurate customer account records.
• Follow up with clients by phone regarding outstanding invoices and payments.
• Assist with project invoicing and expense report entry.
• Perform basic account reconciliations and support invoice-related inquiries.
• Liaise with the accounting department regarding invoices and project budgets.

Project & Administrative Coordination

• Assist with preparing and issuing project proposals, change orders, and other project documentation.
• Track fee proposals, Requests for Information (RFIs), change orders, and submittals.
• Maintain organized project files, document control, and record retention.
• Prepare and distribute meeting minutes.
• Support communication between internal teams, clients, and subcontractors.
• Assist with quality control and ensure company procedures are followed.

Qualifications & Experience

• Previous experience in reception, office administration, or office coordination.
• Comfortable answering phones, greeting visitors, and handling front desk responsibilities.
• Experience with accounts payable, accounts receivable, invoicing, or basic bookkeeping.
• Familiarity with QuickBooks is an asset.
• Strong data-entry skills and excellent attention to detail.
• Proficient with Microsoft Office and general office software.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize, and manage competing deadlines.
• Professional, approachable, and confident when communicating with clients and colleagues.

Ideal Candidate

• Personable, friendly, and comfortable interacting with people throughout the day.
• Proactive and willing to take ownership of responsibilities without constant direction.
• A collaborative team player who is willing to jump in and help wherever needed.
• Comfortable making follow-up calls regarding outstanding accounts.
• Organized, dependable, and detail-oriented.
• Adaptable and able to work in a busy, team-oriented office environment.
• Interested in building a long-term career and growing with the organization over time.

What's Offered

• Competitive salary of $60,000-$68,000, with flexibility up to $75,000 for the right candidate.
• Permanent, full-time employment.
• Opportunity to join a close-knit, collaborative administrative team.
• Potential for long-term professional growth and development.

Eligibility Requirements

All applicants must have legal permission to work in Canada and require a valid Work Permit and Social Insurance Number.