Passive House Canada,Office Manager Jobs in Canada

haus) high performance
building standard.

The Passive House building standard is recognized internationally as the proven
best way to effectively and affordably build for comfort and energy efficiency
of residential and commercial buildings, through all stages of design,
construction and livability.

Our mission is to facilitate awareness of the Passive House standard across
Canada and transform the built environment, creating more comfortable and
healthier buildings, and contributing to a sustainable future. We do this
through advocacy, education, events and by fostering community.

Passive House Canada is the Canadian affiliate of the International Passive
House Association and a member of the North American Passive House Network.
Passive House Canada was previously known as the Canadian Passive House
Institute West (CanPHI West).

The Position

Reporting to the CEO and working with other staff and volunteers, the Office
Manager will support our growing organization by overseeing the day-to-day
operation of the office, providing administrative support to the Board of
Directors and ensure organizational compliance with policy and regulations.

The successful applicant will be comfortable working in QuickBooks with our
bookkeeper, able to prepare cash flow projections, check internal statements
prepared by the bookkeeper and facilitate our annual audit. The applicant will
also be familiar with typical privacy, expense, HR and other policies and able
to manage compliance with such policies.

Additionally, the successful applicant will be required to purchase office
supplies and equipment as required, work with IT providers to ensure systems
function properly, manage phone, internet and other contracts and be the
liaison with the landlord’s property manager in relation to tenancy issues.

As a membership-based organization, service to our members is paramount. The
Office Manager is a key interface with our membership through direct contact in
relation to membership, course, event and product inquiries. The Office Manager
will support the Board of Directors in preparing for meetings, minutes and
other services as required.

Although the position is located at our head office in Victoria, BC, our
programs and services are delivered across the country, requiring ongoing
communication with members and service providers in all parts of the country.
Being comfortable working with a distributed team is required. Proficiency in
both French and English is an asset. An ability to engage with people and work
in a rapidly developing environment is essential.

The successful applicant will demonstrate experience being innovative and
taking initiative, and the ability to prioritize activities and work without
supervision. A suitable laptop and smartphone for working is required and a
monthly technology allowance is provided. Knowledge of the Passive House
standard is not required but an interest in sustainable building and a passion
for a greener future is a must!

Duties Include:
• Managing daily operations and helping to develop organizational systems to
ensure smooth operation of the Victoria office, including purchasing supplies
and equipment.
• Managing operational budgets, cash flow, bank account and PayPal account.
Working closely with the bookkeeper to manage invoices, credit cards and
monthly bank account statements. Manage accounts within Quickbooks, including
the sending and payment of invoices. Working with the auditor to complete
annual audits.
• Managing payroll using Payworks or similar platform. Complete statutory
reporting requirements.
• Ensure organizational compliance with privacy policies, expense policies,
document storage and record keeping procedures. Maintain organizational
documents and financial records in compliance with organizational policies.
• Respond to or forward general enquiry emails and phone calls.
• Provide input and content for CEO’s reports to the Board of Directors. Take
and maintain minutes for Board meetings. Assist in organizing Board and other
organizational meetings as required and provide administrative support to the
Board of Directors.
• Assisting with the organization of educational courses and events by managing
catering, printing and venue contracts and the payment of instructors.
• Managing printing of brochures and marketing collateral under the direction
of the Communications Manager.
• Assisting with other duties as may be required from time to time,
particularly when other team members are absent.

Skills/ Experience Required:
• At least 3 years experience in an office manager or administrative role
• Organized, efficient, self reliant, able to manage multiple tasks
• Experience managing operational budgets
• Experience working with Quickbooks
• Proficiency with MS office
• Ability to work and engage with a wide range of people
• Excellent oral and written communication skills in English (French an asset)
• Interest in sustainability and high performance buildings

To Apply For This Position:

Please email a covering letter and CV to:
rob@canphi.ca
by Friday August 19th, 2016.

Only shortlisted candidates will be contacted.