Office Manager

Toronto, ON

Since 2000, Toper Temps has been a trusted staffing agency in Ontario, providing top-quality staffing solutions to businesses of all sizes. With a reputation for delivering excellent results, Toper Temps' team of experts ensures a seamless transition and productive workforce for their clients. Whether short-term or long-term, Toper Temps is the go-to partner for high-quality staffing solutions.

Job Overview:

We are seeking a dedicated Office Manager / Administrative Assistant to join our team in the GTA. The ideal candidate will play a crucial role in supporting our office operations and ensuring smooth administrative processes. Ideal candidate will have experience in construction consultant firms.This position offers an opportunity for a detail-oriented individual with excellent organizational skills to contribute to our team.

This will be a temp to perm position:

Key Responsibilities:

• Timesheet Management:
• Collect, review, and process staff timesheets.
• Ensure accuracy and completeness of timesheet entries.
• Billing/Invoices:
• Prepare and send project bills/invoices to clients.
• Track and follow up on outstanding invoices.
• Bookkeeping:
• Maintain financial records and perform basic bookkeeping tasks.
• Reconcile bank statements and manage accounts payable/receivable.
• Administrative Support:
• Manage phone systems, direct calls, and take messages as needed.
• Provide administrative support to various departments within the organization.
• Assist with payroll processing and maintain accurate records.
• Handle office tasks such as filing, data entry, and correspondence.
• Support clerical duties including photocopying, scanning, and organizing documents.
• Marketing coordination; marketing materials preparation; coordinating marketing platforms including Google Ads, Instagram, FB, etc.
• Assist in team management by coordinating schedules and appointments.
• Serve as a file clerk by organizing and maintaining physical and digital files.
• Support human resources functions such as scheduling interviews and onboarding new employees.
• Coordination:
• Coordinate with project managers and accounting functions to ensure smooth workflow.

Qualifications:

• Proven experience as an office manager, administrative assistant, or in a similar role.
• Experience in construction, consulting, engineering, or architectural firms preferred.
• Strong organizational skills and the ability to multitask.
• Excellent attention to detail and accuracy.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and QuickBooks accounting software.
• Strong communication skills, both written and verbal.
• Basic knowledge of accounting principles and bookkeeping.
• Familiarity with payroll processes and record-keeping.
• Experience with phone systems operation.
• Exposure to human resources functions is a plus.

Skills:

• Phone systems
• Administrative
• Payroll
• Office management
• Clerical
• Team management
• QuickBooks
• File management
• Human resources

Benefits:

• Competitive salary.
• Paid time off.
• Opportunities for professional development.