Office Manager
We are seeking a detail-oriented and proactive Office Manager to join our growing team at our consulting engineering firm. This role plays a vital part in managing the company's financial health by overseeing Accounts Receivable (A/R) and billing processes, while additionally supporting general office management and Human Resources. This role is ideal for someone who enjoys being the hub of a busy office environment while supporting Human Resources, recruitment, office operations, and administrative coordination. The successful candidate will play a key role in maintaining a positive and efficient workplace culture while also assisting with billing, payroll administration, and day-to-day business operations.
RESPONSIBILITIES WILL INCLUDE THE FOLLOWING:
Office Management & Administration
- Support day-to-day office administration and maintain an organized, professional office environment.
- Coordinate travel arrangements for field staff, including flights, accommodation, and vehicle rentals.
- Manage office supply inventory and order consumables, including kitchen and coffee supplies.
- Support the upkeep of office common areas, including kitchens and shared spaces.
- Organize and maintain project files, records, and correspondence.
- Provide reception/front desk coverage as needed.
- Support general office administration to ensure efficient daily operations.
HR & Recruitment Coordination
- Coordinate recruitment logistics, including scheduling interviews and communicating with candidates and hiring teams.
- Prepare employment documentation, including offer letters and onboarding materials.
- Support payroll processing by gathering and validating timesheets, tracking employee changes, and assisting with payroll data entry.
- Maintain organized and up-to-date employee records and documentation.
- Assist with onboarding and offboarding administration and ensure required documentation is completed.
- Respond to general employee administrative and HR inquiries.
- Assist with track vacation, sick time, and employee changes
- Support policy administration and HR reporting.
Billing & Administrative Finance Support
- Assist with client invoicing and billing administration.
- Submit invoices through client billing platforms (e.g., OpenInvoice, Cortex, Ariba) and by email, as required.
- Monitor accounts receivable aging and proactively follow up on outstanding balances.
- Maintain accurate client billing files and support documentation.
- Prepare accounts receivable reports to support month-end and year-end financial processes.
- Identify opportunities to improve billing, collection, and administrative processes.
- Provide back-up support for finance and administration functions as needed.
Qualifications
Required
- Up to 3+ years of experience in accounts receivable, billing, finance administration, or a related role.
- Strong attention to detail with excellent organizational and time management skills.
- Financial literacy and understanding of accounting fundamentals.
- Experience working with accounting software and Microsoft Office applications.
- Strong communication, problem-solving, and interpersonal skills.
- Ability to manage multiple priorities and work effectively in a collaborative environment.
The following would be considered an Asset
- Post-secondary education in accounting, finance, business administration, or related discipline.
- Experience working in consulting engineering, construction, or professional services environments.
- Exposure to payroll processing, Alberta employment standards, and HR administration.
- Experience with project accounting or ERP systems such as Unanet.
- Familiarity with client invoicing portals including OpenInvoice, Cortex, or Ariba.
ADDITIONAL INFORMATION
This position will be based in our head office in downtown Calgary, Alberta. Higher Ground Consulting works on a basis of mutual trust and respect with our employees. We want our people to be regularly in the office to foster communication, culture, and efficiency, however we do not mandate specific office time or working schedules. We have a relaxed, flexible and dog-friendly office.
In addition to a competitive compensation package, the advantages of working at HGC include:
Opportunities for Growth: Higher Ground is a growing consulting company, and is a part of the Englobe group of companies. It has thrived on being adaptive to the market and staying open to new strategic growth initiatives. That means when our people come to us with a plan or idea to pursue a client, industry, or geographic region, we want to throw our support behind it. We are always open to supporting our team to grow and explore business opportunities and look to share in the rewards from successful ventures.
Career Development: Our performance management and feedback programs are a core part of how we grow as a company and as professionals. We have an open-door policy and encourage mentorship and active feedback loops. We seek to both provide and collect constructive feedback and collaborate on how to do things better. We are constantly finding areas to improve, both as an individual and as project teams. To support continuous growth, we have training budgets allocated for people to explore ways to grow their technical and soft skills. We understand investing time and resources into our staff is investing in our business.
Team Building: At Higher Ground, our motto is we get stuff done. We take a lot of pride in being reliable consultants that deliver high quality services, so we work hard. But we also take the time to celebrate that. We have various social events and opportunities for the team to relax and enjoy time together outside of the office.
ABOUT HGC
Higher Ground Consulting is a full service EPCM company. We comprise a dedicated team of professionals trained and experienced in project management, engineering, design, and sciences, working together to provide practical solutions, with an intense focus on advancing our client’s projects to successful completion.
HGC is home for those of us that like the idea of “Higher Standards. Higher Expectations.” We want to be good at what we do, and we enjoy working with others who care about what they do as well. We don’t expect perfection but consistently strive to be better versions of ourselves.
Interested candidates are asked to email a cover letter and current resume to [email protected].
Job Types: Full-time, Permanent
Benefits:
- Casual dress
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
Application question(s):
- Will you be able to reliably commute to downtown Calgary Monday thru Friday?
Education:
- Bachelor's Degree (preferred)
Experience:
- Administrative: 2 years (required)
Work Location: In person
