Office Manager

About us

TickSmith, with its TickVault platform based on Hadoop technology, is a leader in Big Data applications for the capital markets and financial services. As an industry innovator TickSmith is more than a place to work, it’s a place where your thoughts, ideas and creativity will be heard and leveraged while working on cutting edge products and technology. Based in Montreal, we come together daily to collaborate, strategize and execute on our mission.

We’re looking for the key person who will ensure that our Montreal office maintains a positive and productive office environment. You will work closely with the founders and the management team as well as our various departments (administration, finance, human resources) to ensure that everyone has the necessary tools to perform their daily tasks. You will manage general office procedures to ensure processes and duties in the office run smoothly. If you are proactive, hyper-organized and able to handle multiple tasks and wish to participate in the success of our team, this position is for you.

What you’ll be doing

• Establish office processes and standards of operation
• Participate in negotiating agreements with suppliers in line with budgets
• Manage and track office expenses and order office supplies
• Manage payroll, employee expenses account and accounts payables/receivables
• Manage government reporting and remittances
• Help prepare documents for government grants and financing
• Assemble information for external auditors for the annual audit
• Negotiate and manage office insurance contracts
• Provide financial reports and budget follow-ups
• Make travel arrangements for employees as needed
• Coordinate HR interviews, help onboard new employees, employee files, etc.
• Provide administrative support to the management team
• Assure liaison between work teams, employees and managers
• Reception duties: answering incoming calls, scheduling appointments and greeting visitors
• Help coordinate company events

Your Skills

• Diploma in accounting/business administration or equivalent business experience
• 3 years of experience as an office manager in a similar environment, an asset
• Strong experience in accounting
• Experience working in a start-up environment and setting up procedures and structures, an asset
• Knowledge of Google Docs, Sheets and Slides or equivalent
• Experience with accounting software, SAGE an asset
• Experience of bookkeeping in multiple currencies, an asset
• Excellent organizational and planning skills and enjoy finding solutions to solve issues
• Initiative and the ability to understand other people’s needs
• Empathy, enthusiasm and appreciation of work well done
• Strong sense of diplomacy, confidentiality and integrity
• Ability to prioritize effectively and be proactive
• Strong customer service skills for both internal and external clients
• Keen attention to detail
• Bilingual, excellent written and verbal communication skills (English and French)

What you’ll get

• Competitive salary – We keep our ear to the market so we can reward your hard work and initiative
• Collaborative culture – You get to work with a great team of bright & dedicated individuals. You will get exposure to a variety of teams across the organization, no silos here
• Opportunity to make an impact – At this stage of the company everyone makes a huge impact on the company
• Opportunity to grow in your role and more – TickSmith’s culture is to make sure that everyone can grow and experience as much as possible
• Flexible hours – Give and take is our way of life
• Great location – Located just out of downtown Montreal and easily accessible by public transport