Job Description

First Canadian is a national organization and we are experiencing unprecedented growth!


We aim to hire bright, hard-working people who share our values. We seek employees who are committed to learning, career growth, and opportunity. We take pride in being an organization that our employees support long-term. We believe in our employees and celebrate their success by asking for employee opinions and feedback so that we continue to be a Great Place to Work.

We award our team with the following:

Off work 1 hour early on Fridays.

Earned Time-Off Program and vacation.

Group Retirement Savings Plan with employer match.

On-site gym including free weekly classes with a qualified trainer.

Newly renovated facility with ergonomic desks/chairs.

Educational assistance and career development.

Employee benefits.

Health and Wellness spending account.

Employee Assistance Program (EAP).

Employee discount programs.

Assigned parking stall.

A Culture Team dedicated to diversity, inclusion, and employee programs.

Employee recognition and appreciation events.

Check out our company page for all the information on why we believe First Canadian is an employer of choice!



If you are motivated to succeed by helping people, then this is the opportunity for you!



The Office Manager (Alberta), based in Sherwood Park and reporting to the Director of Administration, oversees administrative teams across Reception, Office Support, and Insurance/Mechanical Breakdown/Protection Product Administration. The role manages core processes - including remittances, mail distribution, customer correspondence, document processing, and policy administration - while ensuring accuracy, consistency, and regulatory compliance. It also leads facility operations, coordinating maintenance, managing vendors, and ensuring office resources are in place. This position focuses on operational efficiency, process improvement, and strong compliance to support business objectives.

Essential Responsibilities:

Management - Administrative Functions

Oversee the daily operations of the Insurance, Mechanical Breakdown, and Protection Product Administration teams, ensuring timely and accurate processing of remittances, registrations, certificates, customer and dealer correspondence, and documentation. Oversee Reception, Office Assistants, and Administrative Assistants, ensuring standards for professional communication, effective call distribution, and efficient handling of visitors, mail, and administrative support tasks. Ensure accurate and timely keying of remittances, balancing deposits, and creation of daily bank deposits. Oversee invoicing, credit notes, and chargebacks related to remittance discrepancies, ensuring effective communication with dealer partners. Supervise issuance of customer correspondence, including eligibility notifications, missing information requests, and formal coverage letters. Ensure efficient processing and management of periodic customer payments for insurance and mechanical breakdown premiums, including communication with customers regarding payment issues and the secure handling of confidential payment information. Oversee scanning, secure document storage, and scheduled shredding processes to meet audit and compliance requirements. Use data, reporting, and feedback from teams and dealer partners to identify trends, recurring issues, and opportunities to refine administrative workflows.

Management - Team

Ensure adequate staffing levels through cross-training and resource planning to support fluctuating workloads, breaks, absences, and business continuity. Provide coaching, guidance, and performance oversight to team members; conduct probationary and annual evaluations and address performance issues in alignment with Core Values and organizational policies. Ensure company policies, practices, and procedures are understood, applied consistently, and upheld to maintain the organization's standards of service and excellence. Oversee the maintenance of procedures for all departmental roles and tasks to ensure clarity, consistency, and compliance with company expectations. Monitor departmental email accounts to ensure timely responses and adherence to communication standards. Identify learning opportunities and process inefficiencies, then develop and implement solutions that enhance team skills, workflow efficiency, and overall productivity. Liaise with dealer partners, Account Managers, and Regional Managers to resolve administrative issues and provide guidance on company policies.

Quality Control, Process Improvement and Strategic Initiatives

Monitor financial and administrative accuracy across monthly, quarterly, and annual procedures to meet audit and internal control requirements. Ensure operations comply with regulatory standards, including privacy legislation, Fair Treatment of Customers (FTC) guidelines, and product-specific requirements across Canada. Manage escalated customer matters in collaboration with the Complaints Resolution team to ensure timely, fair, and compliant outcomes. Work with the Director of Administration to analyze operational data, audit findings, and team feedback to identify inefficiencies and recommend practical process improvements. Recommend and support changes to workflows, procedures, and tools to strengthen accuracy, reduce manual effort, and enhance both the employee and customer experience. Collaborate with Development, Compliance, IT, and other internal partners to implement system updates, automation features, and modernization initiatives affecting administrative teams. Provide operational insight on strategic initiatives within the Administration department's scope, ensuring proposed changes align with business needs, support scalability, and promote continuous improvement.

Facility Maintenance

Oversee building maintenance contracts and act as the on-site liaison for contractors when the Maintenance Manager is unavailable. Manage vendor relationships, including contract negotiation, performance monitoring, and ensuring service standards are met. Oversee procurement and inventory of office supplies, ensuring cost-effective purchasing, sufficient stock levels, and organized communal spaces. Ensure the proper functioning and routine maintenance of office equipment, including cheque scanners, photocopiers, printers, and telecommunications devices. Other duties as assigned.

Qualifications:

Post-secondary education in Business Administration or a related field is preferred. Equivalent experiences may also be considered. 3-5 years of experience managing administrative teams, including performance management and coaching is required. Experience supporting or implementing new technology, system upgrades, automation tools, or process improvements within an administrative or operational environment is strongly preferred. Fluent in English with proven competencies in verbal and written communication is required. Fluent in French with proven competencies in verbal and written communication is an asset. Intermediate skill with Microsoft Office (Word/Excel) is required. Familiarity with scanners, copiers, postage machine, and cheque scanner, is an asset. Proven ability in people management and change management to drive a high performing culture is required. Strong ability to manage multiple tasks, prioritize, and maintain attention to detail. Demonstrated ability to address challenges and implement effective solutions. Excellent verbal and written communication skills, with the ability to interact effectively with internal teams, senior leadership, external vendors, and customers. Ability to build positive relationships and work collaboratively with large teams. Integrity, resourcefulness, creativity, assertiveness, and flexibility.
Successful completion of a credit check, criminal background check, education verification, and employment reference checks is required before employment.



Thank you for considering our organization.


If you are bilingual there will be a French and English assessment as a part of the recruitment process.


We are an equal opportunities employer and welcome applications from all suitably qualified persons. Accommodations are available upon request.