Office Manager Jobs

Established in 1973, Birnam Excavating Ltd. is a privately owned, family run company engaged in the sewer, watermain, roadbuilding and general contracting industry. Our work involves upgrading key infrastructure under the ground in addition to providing quality surface works, as well as mechanical systems, process works, water and wastewater and general infrastructure projects.

We are seeking an experienced and detail-oriented Office Manager to join our team. This role will report to the Controller and plays a crucial role in supporting the smooth functioning of the business's administrative operations. The Office Manager is responsible for overseeing day-to-day office operations, coordinating administrative activities, managing documentation, supporting the finance team, and providing administrative support to the team.

Responsibilities:

1. Office Administration:

· Oversee general office operations, including managing supplies, equipment, and maintenance.

· Implement efficient filing systems and maintain organized records of documents, vehicle licenses, contracts, and other essential paperwork.

· Assist with fleet management and monitor vehicles on lease.

· Coordinate and schedule appointments, meetings, and travel arrangements for the construction team.

· Manage correspondence, emails, and phone calls, redirecting them as necessary.

· Assist with marketing initiatives (materials, social media, swag etc.)

· Plan and coordinate company events.

2. Payroll Duties:

· Assists in setting up new employees in the payroll system as required.

· Review and process weekly payroll for unionized and non-unionized staff.

· Prepares and balances T4 slips annually and assist with processing ROE’s.

3. Human Resources Support:

· Assist in maintenance of employee records.

· Support employee training and development initiatives.

· Assist with attendance tracking and time off requests.

· Administer weekly Health & Safety packages.

4. Financial Management:

· Assist with financial record-keeping, such as invoicing, accounts receivable/payable, and expense tracking.

· Help prepare financial reports and budgets as required.

· Maintain and ensure accuracy of required reports.

· Analyzing and reconciling all ledger accounts by the 20th of each month.

· Posting correcting entries as needed.

5. Communication and Teamwork:

· Foster effective communication among team members, ensuring the timely exchange of information.

· Collaborate with different departments to streamline processes and enhance overall efficiency.

· Serve as a point of contact for internal and external stakeholders, providing exceptional customer service.

Skills and Abilities:

· Ability to work independently.

· Ability to resolve conflicts and problems.

· Excellent interpersonal skills and professionalism in order to maintain an excellent rapport with suppliers, customers, and employees.

· Ability to input and analyze data.

· Ability to prioritize, organize, follow-up and multi-task.

· Ability to ensure confidentiality of team members, company information and customer information.

· Ability to work under pressure with simultaneous deadlines.

· Ability to work in a time efficient manner.

· Excellent written and verbal communication skills.

· Detail-oriented with an ability to function and process information with high levels of accuracy.

· Demonstrate willingness to administer and receive cross-training with other employees within the Finance department.

Qualifications:

· 1-3 years payroll, bookkeeping, and/or accounting experience, considered an asset.

· Proven experience as an office manager or in a similar administrative role, preferably within the construction industry.

· Proficient in using office software and equipment, including MS Office Suite (Word, Excel, PowerPoint), email clients, and project management tools.

· Familiarity with accounting principles and financial record-keeping.

Hours of Work

Monday through Friday 8:30 AM – 4:30 PM

Birnam Values Diversity

Birnam invites applications from all qualified individuals. Birnam is committed to employment equity and diversity in the workplace and welcomes applications from members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources at [email protected].

Please Note: We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Job Types: Full-time, Permanent

Salary: $24.00-$28.00 per hour

Benefits:

• Dental care
• Company events
• Extended health care
• Employee assistance program
• Company pension
• Casual dress

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Warwick, ON N0M 1B0: reliably commute or plan to relocate before starting work (required)

Work Location: In person