Office & Accounting Administrator

Dillon Consulting Limited•Halifax, NS

42d•Onsite

About The Position

FBM, a recognized and award-winning design and planning firm, is seeking an Office & Accounting Administrator for their new office in Halifax, NS. This role involves managing office logistics, supporting the admin team, and enhancing the experience for staff and clients. The position offers an opportunity to apply organizational, communication, and financial skills in a professional environment that values initiative and growth. FBM is known for its community-based projects and fosters a culture of skill diversification and development through mentorship and professional growth opportunities. The firm prioritizes strong working relationships and a sense of belonging, earning recognition as one of Canada’s Top 100 Employers™ for three consecutive years.

Requirements

Advanced skills in Microsoft Word with experience in formatting large and complex documents
Proficient in Microsoft Excel and comfortable using PDF editing software to compile and manipulate multi-document files
Excellent attention to detail, a high regard for accuracy, and the ability to consistently produce high-quality work
Understanding of basic accounting principles, financial processes, and terminology
Professional verbal and written communication skills
Strong interpersonal skills and a positive, can-do attitude, with the ability to provide an enthusiastic, solutions-focused presence in the office
Ability to prioritize tasks effectively to meet tight deadlines and shifting workload demands
Able to work both independently and collaboratively within a team environment
Ability to lift and move items up to 25 lbs, such as packages, office supplies, or small furniture

Nice To Haves

Experience in architecture, engineering, construction, or other professional services is considered an asset
Familiarity with Joint Occupational Health and Safety Committee (JOHSC) participation and workplace safety best practices is considered an asset

Responsibilities

Support the day-to-day operations of the office and contribute to a positive, productive office culture that promotes employee satisfaction
Coordinate meeting room bookings, including Lunch & Learns (L&Ls), meeting setup, and catering
Assist in organizing local office meetings and work-related events
Manage the front desk, including answering the switchboard, greeting visitors and couriers, and handling mail and package distribution
Maintain office filing systems and support archiving processes
Manage end‑to‑end accounts payable processing, including invoice entry, inbox and statement maintenance, and timely approval and entry of staff expense claims
Execute bi‑weekly collection outreach and aged‑debt reporting by contacting past‑due clients and ensuring timely resolution of outstanding invoices
Manage office equipment and supplies, including furniture, copiers, general supplies, and amenities
Format a range of operational documents using Microsoft Word, including editing and proofreading for grammar, spelling, consistency, and overall quality
Complete document production tasks such as photocopying, scanning, binding, and compiling PDF files
Provide general administrative support as needed to ensure the effective operation of the office and support of project and proposal teams
Manage all FBM tenant leasehold related matters
Actively participate on the Joint Occupational Health and Safety Committee (JOHSC)
Commit to self-development and ongoing learning and professional development