office manager

*Office Manager ? Pretty River Academy*

*About Us*

Pretty River Academy is a close-knit independent school in Collingwood, where families, faculty and learners of all ages know each other by name. We are seeking an experienced Office Manager to lead the day-to-day administrative and operational functions of our school office with skill, confidence, and genuine care for our community.

*About the Role*

The Office Manager runs the operational core of the school. Central to this role is the ability to build genuine relationships with families, students, and staff, creating a warm and trusted presence that shapes how our community experiences the school every day. This role oversees on-site and off-site logistics, communications, documentation, compliance, and financial administration for the school. The successful candidate brings professional expertise in human resources, bookkeeping, systems and process design, event coordination, and organizational communication, and applies technology with confidence to keep every part of the school running with accuracy and foresight. This position carries genuine latitude to build and improve how the school operates.

*Key Responsibilities*

*Systems, Technology, and Process Improvement*

• Maintain and manage the school's information and records platforms with accuracy and care
• Design and refine workflows and processes that reduce administrative burden and improve accuracy across HR, finance, and communication functions
• Establish monitoring practices to track deadlines, compliance requirements, and outstanding items, and surface them proactively to leadership
• Navigate and manage multiple software platforms with confidence, including school management systems, scheduling tools, and productivity software
• Bring an openness to evaluating and adopting new tools, including AI-assisted platforms, where they can strengthen efficiency, communication, or information flow across the school; prior experience with these tools is a valued asset though not a requirement

*Human Resources*

• Lead HR administration, including personnel files, hiring logistics, onboarding and offboarding, attendance and leave tracking, and compliance documentation (Vulnerable Sector Checks, certifications, employment recordkeeping)
• Build and maintain organized digital workflows for HR processes, ensuring records remain accurate, current, and easily retrievable
• Exercise professional judgment in handling confidential personnel matters
• Lead recruitment logistics from posting through offer stage

*Finance Administration and Contracts*

• Support bookkeeping functions, including accounts receivable and accounts payable, with accuracy and attention to detail
• Manage billing, invoicing, and payment tracking for programs including transportation, field trips, Camp Curiosity, After School Activities, and facility rentals
• Handle day-to-day purchasing and expense administration, including ordering office and classroom supplies, processing purchase requests, and managing invoices for rentals, vendors, and services
• Draft, organize, and maintain contracts and agreements related to vendors, rentals, and program services
• Reconcile accounts and maintain clear, well-organized financial records to support the Business Office
• Follow up on outstanding balances and payments in a professional and consistent manner

*Event and Logistics Coordination*

• Plan and coordinate school events, including open houses, parent conferences, and community gatherings, both on-site and off-site
• Manage scheduling, room and space bookings, vendor relationships, and calendars with precision and foresight
• Build repeatable systems and checklists for recurring events and logistics, improving consistency year over year
• Anticipate logistical needs and resolve conflicts proactively

*Communications, Documentation, and Relationship Management*

• Serve as the school's central point of contact, coordinating communication and documentation