Office Manager

Tofino Co-op is seeking an Office Manager to lead our Administration team in Tofino, BC.

As Office Manager at Tofino Co-op, reporting to the General Manager, you will oversee the Office Clerks and manage accounting and administrative operations across all Tofino Co-op locations. Key responsibilities include cash flow tracking, account reconciliation, membership management, Accounts Receivable/Payable oversight, and preparation of monthly statements. Additional duties include transaction audits, record-keeping for donations and collections, and preparing Board meeting documentation. Success in this role requires strong attention to detail, excellent communication, and knowledge of Tofino Co-op's policies and operations.

Duties and Responsibilities:

Policy Review and Leadership

• Ensure the integrity and credibility of the Association’s finances by overseeing all aspects, including budget preparation, financial forecasting, and conducting in-depth financial analyses to provide strategic guidance for leadership.
• Stay informed about financial trends and best practices, collaborating with FCL and other Local Co-ops, as necessary, to ensure administrative policies and programs align with Tofino Co-op’s needs & goals.
• Foster working relationships within the leadership team, contributing to strategic planning initiatives and supporting managers in processing invoices and transfers accurately.

Financial Management

• Oversee cash flow management, invoice keying & flagging, journal entry processing, reconciliation & keying of daily sales reports (including those from the Food Store, Hardware Store, Gas Bar, TLC, Administration, lottery, BRIC, and propane) and ensure effective Internal Controls are in place.
• Ensure accurate and up-to-date record-keeping and keying of bank and credit card statements, supplier account reconciliations and period end inventory documents for lottery.
• Reconcile and maintain detailed record-keeping spreadsheets for a variety of accounts (bank cards, gift cards, required general ledger accounts, property rental income, etc.)
• Supervise and maintain stringent internal controls for accounts payable, accounts receivable, and ATM transactions.

Membership and Donations Management

• Process membership transfers and equity withdrawals for qualifying members (e.g., age 65+ or relocation).
• Accurately record and maintain documentation related to donations and Tribal Parks collections.

Reporting and Communication

• Compile and prepare monthly financial statements and supporting documentation for Board of Directors’ meetings, including reports on equity withdrawals, Visa reconciliations, cash flow, and monthly accounts receivable.
• Manage email correspondence and incoming mail for administrative accounts while resolving accounting-related inquiries with professionalism and strict adherence to confidentiality protocols.
• Facilitate communication and collaboration with the General Manager, Retail Accounting Staff, and other stakeholders.

Supervision of Staff

• Provide leadership, training and supervision for Office Clerks to ensure operational efficiency and staff development.

Qualifications:

• Post-secondary education in Business Administration, Finance, Accounting or related field is required
• Chartered Professional Accountant (CPA) designation, related certification or equivalent experience is preferred
• 1-2 years of management or leadership experience
• Working knowledge of Microsoft Office, specifically excel, is required
• Excellent customer service skills
• Strong interpersonal and communication skills

Working Conditions:

Flexible - Must be willing to work a variety of hours, including days, evenings as well as weekends and holidays, based on the needs of the business.

Physical Requirements

• Constant sitting throughout shift for up to 8 hours;
• Occasional lifting and carrying up to 50 lbs.;
• Kneeling, pushing, pulling, lifting;
• Occasional ascending or descending stairs.

What Tofino Co-op Offers:

• Salary between $60,000.00 and $85,000.00 dependent upon qualifications & experience level
• Staff housing available
• Full Benefits Plan including Extended Health Care, Dental, Travel, Life Insurance, Short-Term & Long-Term Disability Insurance, Health and Wellness Benefits
• Employer Matched Pension Plan after one year’s full-time employment (7.5% Matched)
• Employee Family Assistance Program
• Competitive wages paid bi-weekly
• Bonus & Incentive Plan
• Tuition Assistance

The position will remain open for applications until filled.

Interested candidates are encouraged to email a cover letter and resume, or any questions, to HR Manager, Ali Cukier, at hr@tofino.crs, or call 250-725-3748 for more information.