Operations Administrator
Operations Administrator
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Job Description
About Know History
Know History is an Ottawabased firm that provides historical research services. Since our inception in 2011 we have completed over 450 projects for museums Indigenous organizations nonprofits government bodies and communities across Canada. Whether were producing historical documentaries or conducting research for litigation support we work with our clients to uncover the past and tell stories that matter.
Overview
Reporting to the Chief of Staff the Operations Administrator will be responsible for ensuring the smooth daytoday operations of the office and providing administrative support to various departments. The Operations Administrator will also be responsible for financial administration such as processing invoices and payments reconciling bank statements and tracking expenses.
The ideal candidate is highly organized detailoriented and proactive with strong problemsolving skills. They are comfortable managing multiple priorities from coordinating office logistics to handling financial transactions and understand how their work supports the organizations broader goals.
This is a contract position covering a parental leave expected to run from May 19th 2025 to August 31st 2026 with a possibility of extension.
Responsibilities and Duties
Operations Administration
- Respond to requests for administrative and operational support
- Manage office communications including answering phones responding to emails and handling mail & couriers
- Set up and archive projects and files within company systems (Dropbox Airtable ClickUp etc.
- Support company meetings and events including scheduling preparing meeting agendas setting up tech ordering lunch etc.
- Organize and book travel for fieldwork and conferences including event management
- Prepare equipment for fieldwork events and new staff including coordinating shipping drop off or pick up
- Assist HR with onboarding new staff as needed (setting up new employee accounts providing operational training etc.
- Manage physical office spaces in Ontario (lease agreements building issues furniture etc.
- Liaise with service providers (phone and internet cleaning staff tech support etc.
- Maintain storage room and inventory of equipment and supplies
Financial Administration
- Reconcile petty cash monthly bank and credit card statements
- Process and track invoices and payments
- Handle purchase orders and contracts ensuring they are properly filed tracked and signed
- Process and track expenses issue reimbursements and cheques
Preferred Skills and Qualifications
- 35 years of experience in office management administration or similar role
- 12 years of bookkeeping or financial administration experience (handling invoices reconciliations expense tracking etc.
- Ability to work effectively in a Microsoft Office and Outlook environment is essential
- Experience working with financial and payment processing tools (such as QuickBooks Xero Plooto Dext etc.
- Ability to troubleshoot basic office equipment issues (printers video conferencing IT setups)
- Strong organizational and timemanagement skills with the ability to prioritize and manage multiple tasks effectively
- Strong written and verbal communication skills including plain language
- Must have a valid drivers license for occasional officerelated errands or event support (vehicle provided)
- Must be willing and able to lift up to 50 lbs.
- Postsecondary education in Administration Accounting Office Management or a similar field is an asset
Position Details
- Hours: Fulltime
- Compensation: $3034 per hour with paid vacation paid sick leave and health and dental benefits.
- Term: Expected to run from May 19th 2025 to August 31st 2026
- Location: Central Ottawa in office
- Other: Equipment provided (e.g. laptop dual monitor peripherals)
How to Apply
If you are interested in joining Know Historys team for this role please submit your online at www.knowhistory.
If you have any questions or require accommodations at any point in the application process send us an email and well work with you to make sure your needs are met.
Know History is committed to providing equal employment opportunities. We know that to understand our collective history we need to prioritize Indigenous and diverse voices across all aspects of our organization. We encourage candidates to apply and selfidentify if they identify as Indigenous members of racialized communities and visible minorities people with disabilities or members of the Two Spirit 2S) & LGBTQIA communities.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
