Office Manger

TreowGroup Recruitment; Welland; On-site; CAD 60,000 - 65,000; Full time

Benefits offered by this job

Autonomy

Key role in community

Relationship-driven work

Job summary

TreowGroup Recruitment is seeking an Office Manager for our client in the Welland area, to be the heart of a vibrant, private community of 400 homes for active adults 55+. You will manage resident relations, finances, and daily operations with diplomacy.

In this role you will coordinate Board activities, oversee facilities, handle bookkeeping, and maintain records. A friendly, autonomous professional with strong organizational skills fits well.

Qualifications

• Diplomacy and conflict resolution skills to liaison with residents and Board.
• Strong regulatory compliance knowledge and attention to bylaws.
• Commitment to safety and health standards in community operations.
• Ability to work autonomously and escalate to Executive Committee as needed.
• Excellent multitasking and organizational skills.
• Basic bookkeeping including AP/AR, reconciliations, and HST familiarity.
• Proficiency with QuickBooks and electronic payment deposits.
• Comfort with MS Office and specialized community platforms.

Responsibilities

• Manage resident inquiries via phone, email, and in-person.
• Lead new resident orientations, closings, and file management.
• Collect banking data for automated fees and pro-rated billing.
• Coordinate solutions with the Board for resident concerns.
• Update website and manage amenity bookings.
• Oversee landscaping, HVAC, pool services, and safety checks.
• Prepare monthly financial statements and quarterly HST filings.
• Coordinate AGM logistics and record minutes.
• Maintain official forms and filing systems.

Skills

Diplomacy

Regulatory compliance

Safety

Autonomy

Multi-tasking

Bookkeeping

QuickBooks

EZ Direct Deposit

MS Office

Video surveillance

Tools

QuickBooks

EZ Direct Deposit

MS Office

Video surveillance systems

Job description

TreowGroup Recruitment is seeking a detail-oriented and highly organized Office Manager for our client in the Welland area.

If you bring a friendly, welcoming, people-first approach and enjoy being at the heart of a professional community, this role may be an excellent fit for you.

About the Organization

Our client manages an exclusive, resort-style community of over 400 homes designed for active, independent adults aged 55+. At the heart of this lifestyle are premium amenities, including a state-of-the-art community center, an indoor saltwater pool, and tennis/pickleball courts. Their mission is to cultivate a vibrant social ecosystem that prioritizes the health, happiness, and safety of every resident.

As an Office Manager, you will enjoy:

• Compensation: A base salary of $60,000 – $65,000.
• High level of autonomy: A supportive environment where you are trusted to manage office operations and act as the "heart" of the community.
• Relationship-Driven Work: A unique opportunity to build deep roots in a private community that values your expertise and diplomacy.

Your Day-to-Day will include:

1. Resident Relations & Community Integration

• Manage all resident inquiries and reception via phone, email, and in-person
• Lead new resident orientations, manage closings, and maintain secure files.
• Collect banking data for automated fees and process pro-rated billing.
• Investigate resident concerns and coordinate solutions with the Board.
• Process improvement applications and provide legal documents for home resales.
• Update the community website and manage online amenity bookings.

2. Community Centre & Facility Operations

• Oversee and schedule essential services like landscaping, snow removal, HVAC, and pool services.
• Conduct daily safety and security checks, lead monthly Public Health inspections.
• Manage building access, video surveillance, and emergency weekend protocols.
• Monitor the cleanliness of the building; coordinate seasonal decorating and maintain community bulletin boards.
• Coordinate resident rentals/bookings; collect deposits and verify liability insurance.

3. Financial Administration

• Manage bookkeeping, bank deposits, and monthly reconciliations.
• Prepare monthly financial statements and quarterly HST filings.
• Organize documentation for the annual audit process.
• Maintain filing systems, office supplies, and official association forms.

4Board of Directors & Standing Committee Support

• Coordinate meeting logistics (Zoom/Agendas) and record official minutes.
• Manage AGM announcements, business registry updates, and bank signing authorities.
• Oversee funds collected from fundraisers/social clubs and process committee expense receipts for payment.

What Makes You a Great Fit?

• Diplomacy & Conflict Resolution: As the first point of contact for the residents and the primary liaison for the Board, you have the emotional intelligence to listen with empathy yet be firm to uphold community standards and de-escalate tensions.
• Bylaw & Regulatory Compliance: You don’t just follow rules; you master them. You have an eye for detail and can quickly reference exact bylaw wording to provide residents with clear, objective answers.
• Safety & Operations Oversight: You take public safety seriously and are proactive about Health and Safety regulations.
• Professional Autonomy & Escalation: A self-starter with the sound judgment to know when to resolve a situation independently and when to escape matters to the Executive Committee.
• Organizational Multi-tasking: Highly adaptable and composed under pressure. You can successfully manage competing priorities without losing focus.
• Bookkeeping Proficiency: You are a "numbers person" proficient in QuickBooks and EZ Direct Deposit, with basic bookkeeping experience (AP/AR, bank recs, and HST).
• Technical & Systems Aptitude: Beyond MS Office, you have the aptitude to manage specialized platforms and video surveillance systems to ensure the community remains secure.

TreowGroup Recruitment, as well as our client, is an equal-opportunity employer committed to building a diverse workforce. We believe in fostering an inclusive, equitable, and accessible environment that brings people together to realize their full potential. We are committed to compliance with all applicable legislation, including providing accommodation for applicants with disabilities. Please advise us at any point during the recruitment and selection process if you require accommodation.