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OFFICE MANAGER (MATERNITY COVER)

WHO WE ARE

MODUS is a values-driven consulting firm based in Vancouver, BC, known for our creative, and genuine approach to engagement-led planning and design. We work with a broad range of clients to co-create communities that are inclusive, just, diverse, and resilient to the impacts of climate change. We have 13 team members and several associates who make us who we are. You can meet them, in a way, by clicking here.

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We are proud to be BCorp certified, a designated Carbon Neutral Firm, and a certified Living Wage employer. You can read more about our approach to doing business here.

THE OPEN POSITION

We are looking for an experienced Office Manager who will be responsible for managing key operational aspects of the business under the direction of the two Principals. This position is a fixed-term maternity leave cover until the end of April 2025. You will be expected to follow established processes, and to improve and streamline business processes and systems while working independently with minimal supervision. The specific tasks you will be responsible for include:

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  • Bookkeeping & Reporting: Manage accounts payable, accounts receivable, invoicing, payroll, cash flow forecasting, credit card reconciliations, bank reconciliations, government reporting and remittances, GST returns, T4s and T5s. Perform general bookkeeping, including month-end P&Ls, adjusting entries, and creating budgets. You will also track staff usage of benefits & allowances, and produce monthly, quarterly, and annual reports as required.

  • Office Management & Administration: You will be responsible for overseeing the day-to-day functioning of the office, including dealing with office leases, overseeing the purchasing of supplies and equipment, tracking office budgets, managing IT support, overseeing software licencing and renewals, processing insurance renewals and COIs, completing WorkSafeBC reporting, and renewing business licences. You will provide support with setting up projects and budgets in our Project Management software and help Project Managers with the administrative aspects of their projects. You will also oversee our Corporate Social Responsibility obligations such as Climate Smart, Living Wage and Carbon Neutral certifications.

  • Governance: Manage (in conjunction with the Principals), agendas, scheduling and minutes for AGM, Board of Directors’ meetings, Principals’ meetings, Senior Team meetings and whole team meetings. You will participate in and chair relevant meetings.

  • Human Resources Support: Provide administrative support for letters of offer, confirmations of employment, creation and distribution of monthly HR statements, management of staff benefits and group RRSP, onboarding and offboarding employees, and producing ROEs. You will also participate in regular check-in meetings with our external HR consultant and provide senior level input on company processes and policies.

 

This role may also require other related duties in keeping with the qualifications and requirements of the job.

SKILLS AND EXPERIENCE

  • At least 4 years’ relevant work experience with administration, bookkeeping and human resources.

  • Experience with CRA processes and requirements (such as payroll liabilities, ROEs, GST reporting).

  • Accounts payable, accounts receivable, and invoicing exposure. Experience using QuickBooks Online is a big asset.

  • Highly organized and self-motivated, with a strong ability to prioritize and manage workload effectively.

  • Must be able to independently problem-solve and learn, as there is minimal supervision in this role.

  • Excellent attention to detail and accuracy.

  • Excellent written and verbal communication skills with English fluency.

  • Intermediate to advanced skill with Microsoft Office, especially with Excel.

  • An interest and skillset in graphic design and the Adobe Creative Suite is an

  • advantage, but not required.

COMPENSATION, PERKS & BENEFITS

  • $55,531 - $87,932 base salary (commensurate with experience)

  • Extended Health & Dental Benefits, including a Health Spending Allowance and

  • Fitness & Wellness Allowance

  • Professional Development allowance, plus paid time off to take advantage of these

  • opportunities.

  • Company contributions to a group RRSP/DPSP.

  • 15 - 20 days paid vacation days per year (prorated if working part time) depending

  • on level of seniority.

  • A fun and supportive work environment offering hybrid work options, flexible

  • hours, and fun staff social events!

  • Flexible work hours (open to candidates who are looking for part time or full-time

  • work (minimum 30 hours per week required)

EQUAL OPPORTUNITY

  1. MODUS knows that diverse teams are strong teams. We are committed to fostering an inclusive and equitable work environment that is free from harassment and discrimination. We encourage applications from all qualified candidates regardless of their sex, religion, ethnicity, age, sexual orientation, or disability.

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SUBMISSION

Please submit a cover letter and resume via email to careers@thinkmodus.ca, stating “Application: Office Manager (Maternity Cover)” in the subject line. The deadline for submissions is Monday, February 5, 2024.

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