Employment Opportunities

space2place is Seeking a Part-Time Office Manager / Bookkeeper

About space2place:

space2place design inc. is an award-winning landscape architecture and urban design firm that produces innovative designs, founded on sustainability. We are looking for a part-time bookkeeper to assist our team. The ideal candidate is well-rounded, organized, personable, and task-oriented.

The Role:

space2place design is seeking an experienced Office Manager and Bookkeeper to join our award-winning landscape architecture and urban design practice. This integral position combines comprehensive office management with financial oversight, requiring a professional who understands the nuances of both roles.

The Office Management aspect of this position demands exceptional organizational abilities and interpersonal skills. You will be responsible for maintaining our office environment, both physical and digital, ensuring that our team has the resources and support needed to deliver outstanding work to our clients. Your communication skills will be put to use daily as you interact with team members, clients, and vendors, serving as a central point of contact for our studio.

On the financial side, your bookkeeping responsibilities will include managing accounts payable and receivable, processing payroll, and maintaining accurate project accounting records. Your understanding of standard accounting practices will be essential as you work with project leaders to track budgets and maintain financial health. Experience with accounting software and financial reporting is crucial for this role.

Responsibilities include:

General Office

  • Receive in-person clients and visitors.

  • Receive and distribute incoming mail and deliveries; manage outgoing mail and deliveries.

  • Assist firm principle and staff with scheduling and miscellaneous project-related tasks.

  • Manage office calendar and vacation requests.

  • Assist with management of studio materials library.

  • Coordinate firm events (team gatherings, 'lunch and learns', etc.).

  • Lead maintenance and preparation of vendor contracts and negotiations. (phone, printer, internet, etc.).

Office Administration

  • Coordinate with benefit providers including insurance.

  • Lead on-boarding of new staff.

  • Lead and manage professional licenses and registrations for all employees.

  • Maintain standardized office forms.

  • Lead specific office projects, (non-design software migration, office moves, and other initiatives.)

  • Manage office certifications, (climate smart, etc.)

Project Administration

  • Manage the invoice process and coordinate with project managers..

  • Track the status of all projects in relation to budget and schedule.

  • Become familiar with all active projects in the office.

  • Communicate regularly with project teams about the progress of a project relative to budget and schedule.

  • Contibute to new project proposals and set up internal operations for all new projects.

  • Support project managers in project planning.

  • Create and manage standardized forms and processes to facilitate efficient operations of the firm.

Financial Management:

  • Process monthly client statements

  • Manage accounts receivable/payable

  • Handle sub-consultant invoices

  • Complete GST remittances

  • Coordinate with external accountant

  • Process bi-weekly payroll

  • Manage project accounting records

Qualifications

  • Professional experience in a design practice is highly desirable.

  • Fluency with Google Workspace applications. Familiarity with Xero. The ability to learn and assess new software is highly beneficial. (familiarity with Adobe Creative Suite is desirable, but not required).

  • Team-oriented with superior verbal and written communications skills.

  • Proactive communication, strong work ethic and solutions-oriented ideas are highly valued.

  • Valid Work Permit

Details

  • Schedule: Part-time, 24  hours per week. Work days are flexible (Monday - Friday) as long as end of month deadlines are met. 

  • Location: 200-291 E 2nd Ave, Vancouver BC V5T 1B8

  • Compensation: $33-$30/hour, based on experience

How to Apply

Please submit your resume and cover letter to apply@space2place.ca.