Axletree Consulting

Axletree Consulting is recruiting an Office Manager for a client in Waterloo.

The Office/Operations Manager position was created to assist with the operational oversight of the administrative departments of the not for profit business and the implementation of the board’s vision and strategic plan for the organization.

To apply send resume and cover letter to jackie@axletree.com and include “Office Manager” in the subject line.

Summary Statement

The Office/Operations Manager, as part of the Management Team, is responsible for supervising and coordinating the administrative staff, overseeing the financial operations, and monitoring compliance with organizational policies.

Primary Duties and Responsibilities

The Office/Operations Manager acts within organizational policy to perform a wide range of duties including:

Human Resources

• Working with the General Manager, recruit staff to administrative staff positions as necessary
• Supervise and coordinate the work of the administrative staff
• Perform annual performance reviews for all direct reports
• Work with the General Manager to make salary change and merit bonus recommendations for all direct reports
• Facilitate administrative staff training and development
• Coordinate administrative projects:
  • Assist in the planning, implementation, and evaluation of projects to improve operational efficiency and effectiveness
  • Assist in the planning, implementation, and evaluation of projects to improve client services and client retention
• Manage payroll and related employee benefits

Financial Oversight

• Manage accounts receivable
  • Review bank deposits
  • Coordinate member deferrals
  • Oversee the preparation of client statements and invoices
  • Coordinate collections for client arrears and other aged receivables
• Manage accounts payable, including client and staff reimbursements
  • Review and sign-off on bills for administrative expenses and services
  • Review cheques for accuracy
  • Act as a signing officer for the Co-op
• Prepare and review monthly financials
  • Review monthly adjusting entries for accuracy
  • Review monthly reconciliations, including deposits, receivables, and payables, for accuracy
  • Review monthly bank reconciliation
  • Report variances to the General Manager
• Monitor cash flow
  • Complete and submit to the General Manager monthly cash flow analysis reports
• Coordinate the development of the annual administrative budget and monitor performance
• Assist with the preparations for the annual audit process
• Maintain office petty cash and its records
• Document, develop, and implement appropriate internal controls for accounting and financial activities

Operational Oversight and Compliance

• Meet regularly with the General Manager and Facilities Manager to ensure operations  are effective and efficient
• Regularly review operational policies to ensure compliance by admin staff and clients
• Identify areas where operational policy changes are necessary
• Assist in the development of new operational policies as necessary

IT & Other Equipment Management

• Manage/Update client website data weekly
• Manage computer security for office computers
• Provide support and troubleshooting for office IT questions
• Assist with troubleshooting for other office equipment as needed
• Identify and support opportunities to further automate member and staff processes

Qualifications

Education

• College diploma or university degree in business, human resource management or similar program

Knowledge

• Human resource management
• Accounting
• Administration and management
• Co-ops and the co-operative movement an asset

Experience

• 2 to 3 years in a related field with demonstrated experience in managing a team and finances

Working Conditions

The Office/Operations Manager works a standard 37.5 hour workweek but will be required to work the occasional evening and weekend to monitor and complete program activities.

The Office/Operations Manager works in an office environment, sitting for long periods of time.

The Office/Operations Manager is required to carry a cell phone (provided by the employer) to assist in the response to after hour emergencies.