About Know History

Know History is an Ottawa-based firm that provides historical research services. Since our inception in 2011, we have completed over 450 projects for museums, Indigenous organizations, non-profits, government bodies, and communities across Canada. Whether we’re producing historical documentaries or conducting research for litigation support, we work with our clients to uncover the past and tell stories that matter.

Overview

The Operations Administrator will be responsible for ensuring the smooth day-to-day 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, detail-oriented, and proactive, with strong problem-solving skills. They are comfortable managing multiple priorities, from coordinating office logistics to handling financial transactions, and understand how their work supports the organization’s 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

• 3-5 years of experience in office management, administration, or similar role
• 1-2 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 time-management skills, with the ability to prioritize and manage multiple tasks effectively
• Strong written and verbal communication skills, including plain language
• Must have a valid driver’s license for occasional office-related errands or event support (vehicle provided)
• Must be willing and able to lift up to 50 lbs.
• Post-secondary education in Administration, Accounting, Office Management, or a similar field is an asset

Position Details

• Hours: Full-time
• Compensation: $30-34 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 History’s team for this role, please submit your online at www.knowhistory.ca.

If you have any questions or require accommodations at any point in the application process, send us an email and we’ll 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 self-identify if they identify as Indigenous, members of racialized communities and visible minorities, people with disabilities, or members of the Two Spirit (2S) & LGBTQIA+ communities.