Office Manager & Administration

Tasks and Responsibilities

Office & Operational Administration

Manage day‑to‑day offices operations inclusive of general administrative support to ensure an organized and productive workspace for all team members.

Coordinate facilities needs including office access, equipment maintenance, and workspace layout adjustments to support staffing changes.

Maintain offices supplies, vehicle records/gas cards, and vendor relationships.

Coordinate travel arrangements and accommodations for team members.

Coordinate internal events, meetings, lunch‑and‑learns, and culture‑building activities.

Assist with the completion of recurrent corporate and performance reports (such as Safety, Environment, HR, etc.) per company requirements

Human Resources Administration

Coordinate full‑cycle onboarding and offboarding for technical, field, and office employees, ensuring proper documentation, system access, and equipment tracking.

Maintain accurate, confidential, and up-to-date employee files, certifications, HR records, and internal employee databases in compliance with Sixense standards and employment legislation.

Assist with recruitment efforts including job postings, resume screening, interview scheduling, and candidate communication.

Draft employment agreements for hiring managers to review.

Support HR policy implementation and organization‑wide employee communications.

Assist with maintaining and distributing internal policies, administrative procedures, and compliance documentation.

Manage the administration of the company’s comprehensive benefits program, including all employee benefits and RRSP plans.

Provide support as needed to external consultant/partner to address employment-related matters and legal compliance.

Support the relocation of expatriate employees while ensuring compliance with company expat policies and Canadian immigration rules and processes.

Financial Administration

Process Accounts Payable invoices following the company’s three-way matching protocols.

Manage vendor communications and resolve disputes.

Reconcile monthly vendor statements.

Prepare bi-weekly vendor payment runs.

Post customer payments weekly.

Record daily cash entries into system ledger and assist with month-end activities such as journal entries and account reconciliations.

Maintain accurate customer records and distribute monthly statements.

Forecast weekly receivables and monthly holdbacks.

Reconcile contract values and aged receivables at month-end.

Provide invoicing support to internal and external clients.

Process employee expense reports in accordance with company policy.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the Company.

Skills

Strong organizational and administrative skills, particularly within multi‑project or technical environments.

Experience with HR administration, employment documentation, and policy management.

Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).

Knowledge of HRIS platforms or payroll systems.

Strong understanding of AP/AR processes and financial record‑keeping.

Exceptional attention to detail and accuracy in documentation and compliance tasks.

Strong written and verbal communication skills.

Ability to manage confidential information with discretion and professionalism.

Customer service-oriented mindset with a proactive, problem‑solving approach.

Ability to manage multiple tasks, shifting priorities, and deadlines.

Qualifications

• Post‑secondary education in business administration, human resources, accounting, or a related field.
• 3–5 years of experience in an administrative or office management role.
• Experience in the geotechnical engineering or instrumentation & monitoring industry is a strong asset.
• Previous experience with Oracle is considered an asset
• Previous experience supporting policy development, process improvements, or internal audit preparation.
• Experience supporting technical teams or field operations.

Salary Range: $60,000-75,000 CAD

Why us?

SIXENSE is the worldwide leader in the design, installation, maintenance, and operation of large, automated monitoring systems during the construction of iconic infrastructure across the globe. SIXENSE has developed proprietary software and techniques to allow engineers to monitor and understand soil and structure behavior during the project.

SIXENSE deployed thousands of sensors in Canada on small and large construction projects. Their performance relies on the robustness of their initial design and on the quality of the post-processing of the data using their technique and proprietary software.