Work In Tech

Find your next role at Canada's fastest-growing tech companies

Office Manager (On site, Toronto)



Toronto, ON, Canada
Posted on Saturday, May 18, 2024

Job Posting: Office Manager

About FreshBooks

FreshBooks is a leading cloud-based SaaS accounting software designed with one goal: to help small business owners grow. We reached unicorn status after raising our valuation to more than $1 billion and continue to scale our business to serve business owners, their clients, and accountants in more than 160 countries worldwide. FreshBookers are found all over the globe, and our goal is to create connections as a human-first workplace. Our teams have adopted different working environments based on how they collaborate best. Some are fully remote and others are truly hybrid - it all comes down to what's best for the team and for everyone FreshBooks builds for.

The Opportunity - Office Manager

As an Office Manager, you will be responsible for supporting our 4E philosophy (Exceptional Employee Experiences Every day) by bringing your customer-service mindset to your interactions with both our employees and external visitos, whether in person or virtually. You know that you are often the first point of contact, and take pride in creating a welcoming environment for everyone you meet.

Reporting to the Senior Manager, HR Operations & Facilities, you will play a crucial role in ensuring our office operations run smoothly and efficiently. You will seek and own new creative ways to enhance our in-person experiences, collaborating closely with other in office departments to ensure that our offerings showcase the FreshBooks’ culture while maintaining allocated budgets.

Given the tight connection between in-office experiences and employee experience overall, you will also be a key player in assisting with various HR programs and practices. You will bring the in-person perspective to these programs, and will advocate for improvements that help FreshBooks achieve its business goals, all in support of the Business Owners and Accounting Professionals we build for.

NOTE: This role is on-site based in our Toronto office daily Monday to Friday from 8.30-5.30 pm ET.

What You'll Do as the Office Manager

  • Be the “Welcome to FreshBooks” committee to greet and welcome visitors with an inviting and professional demeanour.
  • Care for daily administrative tasks, such as answering and directing incoming phone calls and emails to the appropriate personnel, maintaining a clean and inviting reception area, and handling incoming and outgoing mail and packages.
  • Act as point of contact for travel arrangements, onsite access, visitors, and workstation assessments.
  • Manage the processes and management systems that ensure compliance with health, safety, environmental and security legislation and company requirements. This includes participating in the Health and Safety committee, ensuring compliance with local and federal legislation and promoting a safe working environment.
  • Ensure that appropriate and effective building services are in place, promptly addressing any facility-related issues.
  • Implement and maintain processes that ensure all onsite facilities are well presented, adequately stocked, and properly maintained, with attention to site-specific requirements.
  • Regularly review supplier and service relationships and contracts to ensure services are delivered within the approved budgets and standards and make recommendations on opportunities for improvement.
  • Assist with creation and management of budgets and ensure all financial policies and processes are followed.
  • Act as the core contributor for office relocations and reconfigurations.
  • Collaborate with the Employee Experience, IT, and Legal Teams to ensure that consistent and high-quality facilities services are delivered globally.
  • Foster FreshBooks’ culture by participating in the Social Committee to plan and organize onsite, offsite, and virtual events.
  • Other Administrative duties and projects as needed, including occasional lifting of up to 15kg.

What You'll Bring to the Role

  • 5 years of facilities/workplace management experience within a corporate environment.
  • Strong customer service skills and a collaborative mindset to achieve the best outcomes.
  • Excellent communication skills (both written and verbal) with the demonstrated ability to communicate effectively across all levels of the organization, considering our diverse employee base.
  • Sharp organizational and planning skills, with the ability to effectively prioritize workload to ensure that multiple activities are completed in an efficient manner and to a high standard.
  • A track record of not only identifying opportunities for improvement but also developing strategies and implementing the appropriate changes, often in collaboration with cross-functional teams.
  • Ability to quickly learn new systems and processes.
  • A high level of integrity, capable of handling confidential information responsibly.
  • Experience in managing front-of-house reception functions.
  • Experience with travel management and expense management.
  • Proficiency with MS Office Suite, GSuite.

You'll Stand Out If You Bring

  • Experience with BambooHR or any other HRIS system.
  • Experience with Zendesk or any other ticketing system.
  • Experience with Envoy or any other desk management system.
  • Working knowledge of AutoCAD or similar drafting package.
  • Valid local first aid certification.

Our Commitments to You

At FreshBooks, each person knows their opinion is valued, and can see their impact on the lives of over 10 million small business owners around the world. Accelerate your career, work on projects you're passionate about, and work as a part of a collaborative team without ego! Here are some of the ways FreshBooks recognizes and rewards our full-time employees:

  • 🩺 Comprehensive Health and Wellness Benefits. Including retirement savings programs matched to your local office, stock options for every full-time employee, generous time off, parental leave and new parent support, annual healthy living credit, comprehensive medical and dental benefits dependent on your region, and more.
  • 📚 Perks that Matter. Including a Peer Recognition Program, an Employee Assistance Program, headphone credit, meaningful in-person gatherings to bring onsite and remote employees together, and more perks matched to your locale.
  • 🌱Working Environments to Help You Thrive. Beautiful office spaces welcome you in Canada and Mexico, and those without access to a FreshBooks office receive a home office credit to set up your home office.
  • 🤗 Supportive Peer Group, Mentors, and Leaders. We care about each other across the organization and have programs to support this so everyone feels a strong sense of belonging and believes in collective impact.
  • 🚀 Accelerated growth. Comprehensive company onboarding, and career development through continuous coaching, training, and learning on the job.


Even if your experience doesn't meet every bullet on the above lists, we'd love to learn more about you and why you think FreshBooks is the next step in your career.

FreshBooks is an equal-opportunity employer. We do not discriminate based on gender, religion, race, mental disability, sexual orientation, age, or any other status. All applicants are considered based on their qualifications and merits. At FreshBooks, we inspire an environment of mutual respect and we believe diversity and inclusion are crucial to our success.

FreshBooks provides employment accommodation during the recruitment process. Should you require any accommodation, please indicate this on your application and we will work with you to meet your accessibility needs. For any questions, suggestions or required documents regarding accessibility in a different format, please contact us at phone 416-780-2700 and/or

#LI-CJ1 #LI-Toronto