Office Manager in Toronto

The Headhunter Group is an innovative Staffing and Recruiting Company operating in Canada Albania, Kosovo, Montenegro, Macedonia, Bosnia & Herzegovina, Serbia, Cyprus, Greece, and USA. We offer the newest mentality in the Staffing industry, and our core business is centered on candidates and Clients.

Position Overview

The Office Manager plays a central role in ensuring the smooth and efficient operation of the office while supporting management, accounting, and project teams. This position is responsible for coordinating administrative functions, overseeing office processes, supporting accounting activities, and maintaining organized project documentation.

The ideal candidate is proactive, detail-oriented, and organized, with experience in the construction or restoration industry and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Office Management & Administration

Oversee daily office operations, workflows, and administrative procedures

Manage office supplies, vendors, and service providers

Prepare correspondence, internal reports, and company documentation

Maintain organized digital and physical filing systems

Schedule meetings, manage calendars, and support senior management

Support employee onboarding, maintain personnel records, and assist with HR administration

Prepare and process invoices, purchase orders, and payment follow-ups

Track expenses and support payroll processing

Assist with budget tracking and basic financial reporting

Liaise with external accountants and bookkeepers to ensure compliance with Canadian accounting requirements

Project & Operations Support

Provide administrative support to project managers and field teams

Assist with contract administration, compliance documentation, and project records

Ensure timely collection and organization of insurance certificates, permits, safety documentation, and subcontractor paperwork

Coordinate communication between office staff, site teams, subcontractors, and client.

Qualifications

Bachelor's degree in Business Administration, Accounting, or a related field (preferred)

2–4 years of experience in an Office Manager, Office Administrator, or similar role, preferably in construction, restoration, or a related industry

Strong knowledge of QuickBooks, Microsoft Office Suite (Excel, Word, Outlook), and cloud-based systems

Excellent organizational, time-management, and multitasking skills

Strong written and verbal communication skills

Ability to work independently and take ownership of office operations