Office Manager

We're partnering with a growing Calgary company who's hiring for an Office Manager. This is a full-time in office position. The office manager is the administrative backbone, responsible for keeping the day-to-day operations of the office running smoothly and efficiently.

Reporting directly to the CEO, this role oversees office administration, finance data entry, AP/AR processing, executive support, and reception. The ideal candidate is proactive, highly organized, and someone who naturally identifies gaps, follows up on loose ends, and takes initiative to get things done.
 
Key Responsibilities

• Coordinate insurance administration, including renewals, updates, driver additions, and premium changes.
• Prepare onboarding documentation and coordinate new hire setup and support benefits administration.
• Assist with planning and coordinating team events.
• Manage the CEO's calendar and inbox.
• Gather agenda items and coordinate materials for leadership meetings, town halls, and quarterly off-site events.
• Prepare presentations and meeting materials.
• Organize meeting notes and track follow-up actions.
• Monitor accounts receivable and track incoming payments through banking and POS systems.
• Maintain the accounts payable ledger and communicate with vendors.
• Prepare the weekly AP run for review and approval.
• Follow up on missing receipts, clear bank feeds, and reconcile statements.
• Welcome approximately 3–5 clients and visitors per day.
• Manage inbound calls and direct inquiries appropriately.
• Monitor and triage inbound emails, responding, routing, or escalating as required.

 
Qualifications & Experience

• 5+ years of experience in office management, administration, bookkeeping, or a related role.
• Experience with AP/AR processing, invoice entry, and expense management.
• Familiarity with Dext, QuickBooks, or similar accounting tools.
• Experience with Google Workspace, including Drive, Calendar, Gmail, Docs, and Sheets.
• HR administration experience is considered an asset.
• Experience managing multiple vendors, contracts, renewals, and administrative deadlines simultaneously.
• Someone who loves outdoors/mountains!

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers. Accommodation is available upon request throughout all stages of the recruitment process.