Office Manager

Location: Hants County (Shubenacadie)

Zena Tech, Inc. powered by Cogswell Engineering is seeking an organized and proactive Office Manager to oversee day-to-day operations at our Dartmouth office. This role combines administrative leadership with hands-on project coordination and bookkeeping, making it ideal for someone who thrives on keeping a busy office running smoothly while also managing financial records and cross-functional projects.

Key Responsibilities
Office & Administrative Management

Oversee daily office operations, general administration (scheduling, incoming calls, and serving as a liaison between clients and the company) ensuring a well-organized, efficient, and welcoming workplace.

Manage office supplies, vendor relationships, and facility/equipment maintenance

Develop and maintain office policies and procedures

Act as the main point of contact for internal staff and external visitors/vendors

Project Coordination

Plan, coordinate, and track internal projects and initiatives from start to finish

Manage timelines, budgets, and deliverables across departments

Facilitate communication between teams to keep projects on schedule

Identify risks or bottlenecks and proactively resolve them

Experience and knowledge with construction industry related projects

Manage day-to-day bookkeeping, including accounts payable/receivable, invoices, and expense tracking

Reconcile bank and credit card statements

Prepare basic financial reports and support month-end/year-end close processes

Liaise with external accountants or bookkeepers as needed

Process payroll or coordinate with payroll providers

Team & Communication Support

Support HR-related administrative tasks (onboarding, scheduling, record-keeping)

Prepare correspondence, reports, and presentations as needed

Qualifications

3+ years of experience in office management, administration, or a related role

Demonstrated project management experience (formal certification like PMP or CAPM is an asset, not required)

Experience with database software

Proven bookkeeping experience (experience with Quick Books, Xero, or similar software is an asset)

Strong organizational and multitasking skills with high attention to detail

Excellent written and verbal communication skills

Proficiency in Microsoft Office/Google Workspace

Ability to work independently and exercise sound judgment

Post-secondary education in business administration, accounting, or a related field is an asset

What We Offer

Competitive salary: based on experience

Health and dental benefits

Opportunities for professional development

A collaborative and supportive team environment