About the Role
Optimize LLP is looking for an experienced, organized, and personable Office Manager / Administrative Operations Lead to join our team.
This position will be based primarily in our Okotoks office and will serve as a key administrative leader across our other locations.
We are looking for someone who is more than a strong administrator. The right person will be comfortable taking ownership of office operations, coordinating people and priorities, interacting directly with clients, identifying problems before they become larger issues, and helping keep a busy professional accounting firm organized and running efficiently.
This is a highly visible position within our firm. You will work closely with management, professional staff, administrative team members, and clients, and will play an important role in both the day-to-day operation of the firm and the overall client experience.
Key Responsibilities
Responsibilities will include a broad range of office management, administrative, client service, and operational duties, including:
- Overseeing day-to-day administrative operations for our Okotoks, Calgary, and Kelowna offices
- Providing leadership, direction, and support to other administrative team members
- Coordinating administrative workloads and helping ensure work is appropriately prioritized and completed
- Monitoring staff and client workloads, deadlines, workflow, and outstanding items
- Assisting management with internal reporting and operational information
- Supporting minor HR functions, including onboarding employees, maintaining documentation, coordinating internal processes, and assisting with general employee administration
- Managing the onboarding process for new clients and helping ensure a professional and consistent client experience
- Maintaining and developing strong relationships with existing clients
- Serving as a key point of contact for clients and confidently handling questions, concerns, and follow-up
- Coordinating client information requests, document collection, engagement administration, and other recurring accounting-firm processes
- Helping identify clients or files that require follow-up and ensuring matters do not fall through the cracks
- Supporting billing, correspondence, scheduling, document management, filing, and other general administrative functions as required
- Assisting with marketing initiatives, client communications, events, social media, and other business-development activities
- Helping develop and improve administrative procedures and systems across the firm
- Supporting management with special projects and firm initiatives
- Maintaining a high level of professionalism, confidentiality, accuracy, and discretion
As with any office management position in a growing professional firm, there will also be miscellaneous administrative responsibilities that arise from time to time. We are looking for someone who is comfortable taking ownership of these items rather than waiting for each task to be specifically assigned.
What We Are Looking For
Previous professional office experience is required.
The successful candidate will be someone who:
- Has demonstrated experience working in a professional office environment
- Has previous experience in office administration, office management, client service, or a similar role
- Is highly organized and able to manage multiple competing priorities
- Is comfortable overseeing and coordinating the work of others
- Has strong interpersonal skills and enjoys working with both clients and coworkers
- Communicates professionally and confidently in person, by telephone, and in writing
- Is comfortable dealing with the public, including handling difficult or sensitive conversations when necessary
- Has strong computer skills and is comfortable learning and working with different software platforms
- Can troubleshoot routine administrative and technology issues independently
- Has strong attention to detail and follows through on commitments
- Is able to identify what needs to be done and take initiative without requiring constant direction
- Can appropriately prioritize urgent matters while keeping longer-term responsibilities moving
- Is dependable, professional, discreet, and trustworthy
- Works well as part of a team and contributes positively to the office environment
- Is comfortable working in a busy environment where priorities can change throughout the day
Experience in an accounting firm, law firm, financial services firm, or other professional services environment would be considered a strong asset.
The Person Who Will Be Successful Here
Technical ability and administrative experience are important, but personality and judgment matter just as much in this role.
We are a collaborative team and are looking for someone who is approachable, capable, professional, and easy to work with. You should be comfortable speaking with clients from a wide variety of backgrounds, working with different personalities internally, and dealing with issues calmly and professionally when they arise.
You should also be comfortable with technology. We rely heavily on digital systems and software, so this would not be a good fit for someone who is uncomfortable learning new programs or regularly struggles with basic computer and administrative technology.
Most importantly, we are looking for someone who takes pride in making things run well. The successful candidate will notice when something needs attention, take ownership of it, communicate appropriately, and follow it through to completion.
Why Join Optimize?
This is an opportunity to take on an important role within a growing professional firm and have a meaningful impact on how our offices operate and how our clients experience the firm.
For the right individual, this position offers significant variety and responsibility. You will have the opportunity to work closely with management, build relationships with our clients and team, improve internal processes, and become a central part of the firm's operations.
If you are an experienced administrative professional who enjoys organization, people, problem-solving, and taking ownership of a busy office environment, we would like to hear from you.
Please submit your resume along with a brief introduction outlining your relevant professional experience and why you believe you would be a good fit for this role.
Pay: $70,000.00-$75,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Work Location: In person
