Office Manager – Toronto, ON

Job Title: Office Manager
Location: 119 Spadina Avenue, Suite 1203, Toronto ON
Job Type: Full-Time (40 hours / week)
Reports To: Managing Principal

Role Summary

The Office Manager is responsible for the smooth operation of the office and the firm, handling administrative tasks, managing office logistics, and maintaining compliance with firm and Principal licensing and certification requirements. This role requires an organized professional who is proactive, takes initiative, and implements solutions that ultimately serve to elevate the office environment. Strong attention to detail and the ability to prioritize multiple simultaneous deadlines efficiently, at times under pressure, is critical. Most importantly, this role provides essential support to the entire team and strives to maintain a welcoming, positive and productive work environment.

Key Responsibilities

Office Administration

Ensure the office environment is professional, organized, and conducive to productivity.
Oversee day-to-day office operations, including supplies management, office equipment maintenance, and vendor coordination.
Serve as the primary point of contact for office-related inquiries and staff needs.
Provide administrative support to project teams including contract management, report formatting, and occasional clerical support in proposal preparation.
Coordinate meetings, conference calls, and firm events (in office and/or at other venues).
Organize and maintain digital and physical records, ensuring efficient document management (virtual and physical offsite storage).
Handle correspondence, scheduling, and travel arrangements for leadership and project teams.
Liaise as primary point of contact with landlord/property manager to ensure the physical office remains in optimal working order.
Assign and track building access keys/fobs.
Plan and execute company social functions including lunches, open houses, client events. Arrange catering, secure City permits as required.
Maintain kitchen and common areas, ensuring all surfaces are wiped, dishwasher cycled, and conference rooms cleared of food/beverages promptly.

Finance / Accounting

Assist Accounting Manager with invoice processing, data entry.
Support Accounts Receivable (A/R) and Payable (A/P) functions (i.e. sending statements, calling on past-due payments, tracking expenses).
Participate in special projects as required.

Human Resources Support

Manage benefits on/offboarding, liaise with broker/carrier as employee issues arise and/or to complete routine renewal activities.
Work with hiring managers to post job openings, review candidates, schedule interviews, etc.
Onboard new employees, working with the firm’s IT consultant to ensure they have the necessary equipment, software, and credentials upon arrival.
Maintain employee records, including certifications, continuing education tracking, and compliance documentation.
Support management as needed (i.e. scheduling annual reviews, arranging training, etc.).

Licensing & Compliance

Track and manage the firm’s professional licenses (Principal and corporate).
Maintain a database of renewal deadlines and requirements, ensuring timely submissions.
Coordinate with Legal to assist with preparation and submission of licensing applications, renewals, and compliance documents.
Coordinate with leadership to ensure all required credentials remain in good standing.

Insurance

Liaise with brokers/insurers to obtain certificates of insurance per client specifications.
Support annual insurance renewal process.

We ask that you submit your curricula vitae in PDF format to wwilson@teeplearch.com with the Subject Line: Teeple Careers – Manager – Toronto, ON

We will only contact those candidates we wish to interview.
No telephone inquiries please. Apply Now