Job Description – Part-Time Office Manager
Position Summary
The Part-Time Office Manager is responsible for the efficient day-to-day administration and
financial operations of the association. This role requires a highly organized, self-motivated
professional who can work independently while managing accounting functions, member services,
supplier communications, payroll, government reporting, meeting administration, and special
purchasing programs. The Office Manager serves as the primary administrative contact for members,
suppliers, committees, and service providers, ensuring the smooth operation of the office and the
accurate management of financial and operational records.
Key Responsibilities
Office Administration
- Receive, distribute and process incoming mail.
- Monitor and manage office email communications.
- Print, distribute and forward invoices and correspondence to appropriate individuals.
- Provide reception services and respond to member and supplier inquiries.
- Maintain electronic and paper filing systems.
- Prepare correspondence, letters and memos as required.
- Order and maintain office supplies and custom printed materials.
- Maintain office equipment and coordinate repairs and maintenance.
- Coordinate office cleaning services and liaise with the landlord regarding building maintenance.
- Arrange courier and shipping services when required.
Accounting & Financial Administration
Invoice members for Central Bill invoices and commission programs. Scan and distribute invoices to
member accounting departments.
Prepare weekly member statements. Prepare member payment cheques. Process accounts payable.
Prepare and process payroll. Complete bank deposits.
Transfer funds between Canadian and U.S. bank accounts as required. Monitor Canadian and U.S. bank
account balances.
Prepare monthly journal entries, including: Cash receipts
Cash disbursements Sales journals
General ledger entries
Prepare monthly financial statements. Complete monthly bank reconciliations.
Prepare and remit HST and payroll government remittances.
- Process wire transfers to international suppliers.
Year-End Financial Responsibilities
- Prepare supplier listings and annual purchasing summaries.
- Reconcile member purchase order files.
- Request annual purchase reports from suppliers.
- Review member direct purchases against supplier reports and prepare discrepancy analyses.
- Monitor Letters of Credit in conjunction with the Treasurer.
- Prepare working papers, schedules and documentation for annual audit.
- Prepare T4 and T5 slips and summaries.
- Maintain annual accounting records and coordinate document retention and shredding.
Member Services
- Provide orientation and administrative support to new members.
- Explain office procedures and supplier programs.
- Coordinate execution of legal documentation.
- Ensure Letters of Credit and required documentation are received.
- Maintain member records and files.
- Process Direct Purchase Orders.
- Prepare Central Orders and packing slips.
Supplier & Program Administration
- Maintain approved supplier files.
- Invoice suppliers for advertising commitments and volume rebate programs.
- Monitor advertising revenue and follow up on outstanding invoices.
- Assist advertising agencies with supplier information.
- Track supplier program commitments and reporting requirements.
Purchasing Program Administration
- Coordinate seasonal Point-of-Purchase (P.O.P.) promotional programs.
- Collect member requirements.
- Negotiate with suppliers.
- Place purchase orders.
- Coordinate receipt and delivery of promotional materials.
China Purchasing Program
- Review and maintain purchasing spreadsheets.
- Coordinate member orders.
- Submit consolidated orders to committee representatives and overseas agents.
- Process deposits and final payments to suppliers.
- Invoice members for China program purchases.
- Prepare packing slips.
- Maintain supplier files and expense tracking spreadsheets.
Meetings & Committee Support
- Prepare meeting agendas.
- Purchase meeting supplies.
- Attend General Meetings and record minutes.
- Prepare and distribute meeting minutes.
- Set up and clean meeting rooms.
- Prepare correspondence on behalf of committees.
- Support committee initiatives and special projects.
- Regulatory & Compliance Responsibilities
- Prepare government remittances.
- Apply for required import permits for U.S. nursery stock suppliers.
- Work with customs brokers to facilitate shipments.
- Ensure financial and operational procedures comply with organizational policies.
Qualifications
- Diploma or certificate in Business Administration, Accounting or a related field preferred.
- Minimum 5 years of progressively responsible office administration and bookkeeping experience.
- Strong accounting knowledge including payroll, accounts payable, bank reconciliations and
- financial statement preparation.
- Experience with government remittances (HST, payroll).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- High level of accuracy and attention to detail.
- Ability to maintain confidentiality and exercise sound judgment.
- Proficiency with Microsoft Office (Excel, Word, Outlook) and computerized accounting software.
- Ability to work independently, prioritize multiple responsibilities and meet deadlines with
- minimal supervision.
Key Competencies
- Organization and planning Financial accuracy Customer service
- Problem solving Communication Initiative Confidentiality
- Relationship management Multi-tasking
- Attention to detail Professionalism Reliability
Reporting Relationship
- The Office Manager reports directly to the Board of Directors and works closely with the Treasurer,
- committee chairs, members, suppliers, auditors, financial institutions and external service
- providers.
Hours of Work
- This is a permanent part-time position. Hours may vary throughout the year depending on operational
- requirements, year-end activities, committee meetings and seasonal purchasing programs. Some
- evening attendance at meetings may be required.
Working Conditions
- This position is primarily office-based and requires prolonged periods of computer work, management
- of confidential financial information, interaction with members and suppliers, and occasional
- lifting of meeting materials or office supplies.
Pay: $25,000.00-$32,000.00 per year
Work Location: In person
