Office Manager

Mills & Wright is an award-winning landscape planning and design studio based in the heart of downtown St. John’s, Newfoundland and Labrador. Our team of talented design professionals works with rural and urban communities across Atlantic Canada on projects ranging from small to large, with one common goal in mind: to create incredible spaces that enhance the enjoyment of our beautiful corner of Canada.

Position Overview

The Office Manager is responsible for overseeing the day-to-day administrative and financial operations of the firm. This role is central to the success of our team, ensuring projects, finances, and office systems are well organized so our designers and planners can focus on delivering exceptional work for our clients.

We are looking for someone who enjoys wearing multiple hats, takes initiative, and thrives in a collaborative, creative environment. The ideal candidate is detail-oriented, dependable, and enjoys helping a team succeed behind the scenes. They are comfortable managing both financial and administrative responsibilities and are always looking for ways to improve efficiency and organization. Most importantly, they take pride in creating a positive and professional workplace culture.

Key Responsibilities

Financial Administration & Bookkeeping

• Manage accounts payable and accounts receivable
• Prepare and issue client invoices
• Track project budgets and sub-consultant invoices
• Coordinate payroll and employee expense claims
• Work closely with the firm’s accountant on year-end reporting and financial matters
• Maintain accurate financial records using accounting software

Office Operations

• Oversee day-to-day office administration and procedures
• Maintain office supplies, equipment, and vendor relationships
• Coordinate office maintenance and service providers
• Manage company files, records, and document systems
• Support implementation and improvement of office processes and procedures

Project & Administrative Support

• Assist with proposal submissions and contract administration
• Setup and closeout of projects
• Maintain project tracking systems and schedules
• Support project managers with documentation and reporting
• Coordinate meetings, travel arrangements, and company events
• Manage incoming correspondence and communications

Human Resources Support

• Assist with employee onboarding and offboarding
• Maintain personnel records and company policies
• Coordinate employee benefits and training records
• Support recruitment and hiring activities as required

Qualifications

• Diploma or degree in Business Administration, Office Management/Administration, or a related field
• Strong bookkeeping and financial administration skills
• Proficiency with Microsoft Office and accounting software
• Excellent organizational and time-management abilities
• Strong written and verbal communication skills
• Ability to manage multiple priorities and work independently
• Experience in a consulting, design, or professional services environment is considered an asset
• Enthusiastic and willing to learn in a small, team-based environment
• Experience using Adobe InDesign is not mandatory, but would be considered an asset

What We Offer

• This position starts at three days per week, with the potential to expand based on the successful candidate’s capacity to take on additional responsibilities
• Competitive compensation
• Health and wellness benefits
• Professional development allowance
• A collaborative, team-based environment including regular team building activities and social events
• Walkable and pet-friendly workplace located in downtown St. John’s
• Flexible working hours and arrangements, including a year-round condensed work week
• The opportunity to contribute to meaningful projects that shape communities throughout Atlantic Canada

How to Apply

If you think we are a good fit for you and are interested in applying for this position, please send your resume and portfolio to ***email_hidden***.

We thank everyone for their interest, but only qualified individuals will be contacted for an interview.