Office & Accounting Administrator

About FBM and Dillon Consulting Limited

FBM is a well-established architectural, interior design, and planning firm located in Halifax, Nova Scotia, with a rich history spanning over 100 years. Known for its award-winning projects such as the Halifax Central Library and Richmond Yards, FBM recently partnered with Dillon Consulting Limited to broaden their reach across Canada. The firm prides itself on people-driven design and fostering a positive and inclusive workplace culture.

Role Overview

The company is looking for an Office & Accounting Administrator to help sustain a productive and positive office environment. This role requires a proactive individual who can oversee daily office functions, support administrative teams, and build effective relationships both internally and externally. This position will allow a candidate to apply their organizational, financial, and communication expertise in a dynamic and collaborative setting while supporting ongoing professional development.

Key Responsibilities

• Oversee daily office operations to ensure a pleasant and efficient work culture that enhances employee satisfaction.
• Manage scheduling and logistics for meeting rooms, including organizing Lunch & Learn sessions and coordinating catering and setup.
• Assist with arranging local office gatherings and professional events.
• Handle front desk duties including answering phones, welcoming visitors and couriers, and managing mail and package distribution.
• Maintain office filing and archiving systems to ensure orderly document management.
• Execute full accounts payable processing, including invoice recording, inbox monitoring, and the approval and input of staff expense claims.
• Conduct bi-weekly outreach for accounts receivable collections and prepare aged debt reports to support timely invoice resolution.
• Manage office equipment and supply inventories encompassing furniture, copiers, and general amenities.
• Format and proofread operational documents in Microsoft Word, ensuring grammatical accuracy and consistency.
• Perform document production tasks such as photocopying, scanning, binding, and compiling PDFs.
• Provide general administrative support to enhance operational effectiveness and assist project and proposal teams.
• Manage tenant leasehold issues related to the FBM office.
• Participate actively in the Joint Occupational Health and Safety Committee (JOHSC).

Professional Development

• Engage in ongoing self-improvement and professional learning pursuits.

Qualifications and Skills

• High proficiency in Microsoft Word, especially in formatting complex or lengthy documents.
• Comfortable with Microsoft Excel and adept at using PDF editing tools to compile and edit multi-document files.
• Meticulous attention to detail, ensuring accurate and high-quality outputs.
• Basic understanding of accounting principles and financial workflows.
• Strong verbal and written communication abilities.
• Excellent interpersonal skills with a positive, solutions-oriented approach in an office setting.
• Competent at managing priorities and meeting tight deadlines in a dynamic workload environment.
• Ability to work well independently and within teams.
• Physical capability to lift and carry items weighing up to 25 pounds such as supplies and furniture.

Preferred Experience

• Experience in architecture, engineering, construction, or professional service environments is advantageous.
• Familiarity with workplace safety standards and participation in Joint Occupational Health and Safety Committees is a plus.

Additional Information and Benefits

• Competitive salary package.
• Comprehensive health benefits coverage.
• Employer-matched retirement savings program.
• Assistance with student loan repayment including matching employer contributions.
• Flexible work hours with hybrid working options, though this role requires full-time onsite presence.
• Access to Employee and Family Assistance programs for well-being support.
• Preferential rates on Goodlife Fitness corporate memberships.
• A wellness subsidy for health and fitness-related expenses such as gym memberships and classes.
• A workplace culture committed to diversity, inclusion, and equity, recognized as one of Canada’s Top Employers.