Medical Office Manager jobs in Vancouver, BC

ROLE SUMMARY

We are conducting a search on behalf of a growing CPA firm located in North Vancouver looking for an Operations Manager to own the day-to-day running of the practice so the accountants can focus on client work. This is a hands-on, high-trust role blending workflow and practice management, office operations, people coordination, and light finance and billing. You will build and maintain the systems that let the firm scale smoothly through their busy season and beyond.

KEY RESPONSIBILITIES

Workflow & Practice Management

• Deadline management: own the tax and compliance calendar (filing dates, extensions, year-ends) and a due-date monitoring system so nothing slips.
• Job tracking: monitor engagement and job status and staff workload; flag bottlenecks and reallocate as needed.
• Client intake: manage new-client setup, engagement letters, and file organization.
• Process improvement: document and standardize firm procedures, checklists, and templates as we grow.

Office & Systems Operations

• Technology stack: administer the firm's software (practice management, document management, e-file portals, tax prep) and coordinate IT support.
• Vendors & facilities: manage vendors, the office lease, supplies, and equipment.
• Data security: maintain confidentiality and data-security practices for sensitive client information.
• Business continuity: keep backups, access controls, and contingency plans current.

People & HR Coordination

• Hiring & onboarding: coordinate recruiting and onboarding, including seasonal busy-season staff.
• HR administration: manage PTO and leave, benefits, and payroll coordination with the provider.
• Compliance: track staff licensing and continuing-education (CPE) requirements; maintain the employee handbook.
• Culture: support performance-review logistics and day-to-day staff needs.

Finance & Billing Support

• Billing: oversee work-in-progress tracking, invoicing, and timely billing.
• Collections: manage accounts receivable and follow up on outstanding balances.
• Firm finances: handle expense management and support internal bookkeeping and budgeting.

Client-Facing Administration

• Coordination: manage reception, scheduling, and client meeting logistics.
• Document handling: run the client portal, e-signatures, and secure document collection and routing.

Compliance & Risk

• Records: maintain records-retention policies and confidentiality safeguards.
• Insurance & renewals: track firm insurance (E&O, cyber), licensing, and registration renewals; support peer-review preparation.

QUALIFICATIONS

Required

• 3+ years in office management, operations, or administration, ideally in a professional-services or accounting environment.
• Strong organizational and project-management skills with a track record of building or improving processes.
• Comfort with business software (Microsoft 365 - Outlook, Excel, Word, Teams) and the ability to learn accounting and practice-management tools quickly.
• Excellent communication, discretion, and the ability to handle confidential information.
• Self-directed, dependable, and calm under the pressure of busy-season deadlines.
• Collaborative, respectful approach towards clients and other staff.

Preferred

• Prior experience at a CPA or accounting firm and familiarity with tax deadlines and workflow.
• Familiarity with accounting/practice management software (Xero, Karbon).
• Exposure to HR and payroll administration and basic bookkeeping or billing.
• Experience selecting or rolling out new software or systems.

WHAT SUCCESS LOOKS LIKE

• Deadlines are tracked and met; the busy-season calendar runs without surprises.
• Firm processes are documented, consistent, and easy for new hires to follow.
• Billing and collections are timely; the office runs so smoothly it goes unnoticed.
• The firm can add headcount without adding chaos.

WHAT IS OFFERED

• Competitive base salary plus performance bonus
• Health and welfare benefits including extended health, dental and health/wellness spending account
• Opportunity for hybrid work arrangement after initial training period

If you're looking for a workplace that values your ideas and gives you room to grow while making a meaningful impact, we want to hear from you.

To apply, please submit a resume and a brief note highlighting your relevant experience by no later than Monday, July 20, 2026. Although we thank all applicants for their interest, only candidates selected for an interview will be contacted.

Pay: $30.00 per hour

Benefits:

• Dental care
• Extended health care

Experience:

• office management/administration: 3 years (required)

Work Location: Hybrid remote in North Vancouver, BC