What an office manager does
An office manager oversees the operations side of a business so owners and senior staff can focus on clients and growth. The role usually includes supervising administrative or reception staff, managing office budgets, negotiating with vendors and landlords, setting up procedures and handling the first layer of HR tasks such as onboarding and attendance records. In many firms the office manager is also the go-to person for IT issues, health and safety programs and office moves.
Because an office manager makes decisions that affect costs and morale, a poor hire is expensive. You need someone who can lead without being heavy-handed, spot problems before they grow and keep owners informed without bringing them every small issue. Finch screens for supervisory experience, budget responsibility and sound judgement, and we check references with former managers to understand how each candidate handled pressure and accountability in real situations.
Typical responsibilities
- Supervise reception, administrative and clerical staff, including scheduling and training
- Manage the office budget, purchasing and vendor contracts
- Create and maintain office procedures, policies and filing standards
- Coordinate onboarding, attendance tracking and basic HR records with payroll or HR
- Oversee facilities, equipment, outside IT support and workplace health and safety tasks
- Report to owners or directors on operational issues and costs
Qualifications and credentials
- Previous experience as an office manager or senior administrator, ideally with direct reports
- A diploma or degree in business or office administration is common
- Experience managing budgets, purchase orders and vendor relationships
- Strong Microsoft 365 skills, including Excel for tracking costs and schedules
- A working knowledge of Ontario's Employment Standards Act and Occupational Health and Safety Act basics is helpful
Who hires an office manager
- Professional services firms
- Medical and dental clinics with several practitioners
- Construction, engineering and property management companies
- Growing small businesses moving from founder-run to managed operations
- Non-profit organizations
Where we recruit office manager candidates
We fill office manager roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Depth of supervisory experience and how the candidate has handled performance problems
- Real budget responsibility, including examples of vendor negotiations or cost savings
- Ability to set up procedures and get staff to follow them
- References from former owners or directors on judgement and discretion
- Communication style with senior leaders and front-line staff
Interview questions to ask
- Describe a procedure you introduced that staff resisted at first. How did you get it adopted?
- How do you decide which issues to handle yourself and which to bring to the owner?
- Tell me about a vendor or lease negotiation you led. What was the outcome?