Office Manager

About the Studio

Mills & Wright is an award-winning landscape planning and design studio located in downtown St. John’s, Newfoundland and Labrador. The team works with rural and urban communities across Atlantic Canada on projects of many sizes, with a focus on shaping spaces that improve how people experience the region.

Role Summary

The Office Manager will keep the firm’s administrative and financial functions running smoothly on a day-to-day basis. This position plays an important part in helping projects, budgets, and office systems stay organized so the design and planning team can concentrate on client work.

The studio is seeking someone who is comfortable handling a variety of responsibilities, can take initiative, and enjoys working in a collaborative creative setting. The right person will be detail-focused, reliable, and motivated to support the team from behind the scenes while also contributing to a positive, professional workplace culture.

Financial Administration and Bookkeeping

• Handle payables and receivables.
• Prepare client invoices and issue them when needed.
• Monitor project budgets and invoices from sub-consultants.
• Coordinate payroll and staff expense reimbursements.
• Partner with the company accountant on year-end reporting and other financial tasks.
• Keep financial records accurate and up to date using accounting software.

Office Operations

• Manage daily office administration and procedures.
• Keep supplies, equipment, and vendor relationships organized.
• Arrange maintenance and liaise with service providers.
• Maintain filing systems, records, and document organization.
• Help improve internal office processes and procedures.

Project and Administrative Support

• Support proposal preparation and contract administration.
• Assist with project setup and project closeout tasks.
• Maintain schedules and tracking systems for projects.
• Provide documentation and reporting support to project managers.
• Arrange meetings, travel, and company events.
• Handle incoming correspondence and general communications.

Human Resources Support

• Assist with onboarding and offboarding employees.
• Maintain employee records and internal policy documents.
• Coordinate benefit administration and training records.
• Support hiring and recruitment activities as needed.

Qualifications

• A diploma or degree in Business Administration, Office Administration, Office Management, or a similar field is required.
• Applicants should have solid bookkeeping and financial administration experience.
• Strong skills in Microsoft Office and accounting software are needed.
• Good organizational and time-management abilities are essential.
• Clear written and verbal communication skills are expected.
• The role requires someone who can juggle multiple priorities and work with minimal supervision.
• Background in consulting, design, or other professional services environments would be an advantage.
• The studio is looking for someone enthusiastic, adaptable, and eager to learn in a small team setting.
• Experience with Adobe InDesign is optional but would be a plus.

What We Offer

• The role begins at three days per week, with room to increase hours if the successful candidate can take on more responsibility.
• Competitive pay is offered.
• Health and wellness coverage is included.
• A professional development allowance is provided.
• The workplace is collaborative and team-oriented, with regular team-building activities and social events.
• The office is in downtown St. John’s and is walkable and pet-friendly.
• Flexible scheduling and work arrangements are available, including a condensed work week throughout the year.
• This is a chance to help deliver meaningful projects that contribute to communities across Atlantic Canada.

Application Instructions

Interested candidates are asked to submit a resume and portfolio by email.

Additional Information

Only qualified applicants will be contacted for an interview.