Job Description

Key Responsibilities
Administrative Support

• Manage calendars, schedule meetings, and coordinate internal and client appointments.
• Prepare, format, and proofread reports, presentations, and correspondence.
• Organize and maintain both digital and physical filing systems.

Client Coordination

• Act as a primary point of contact for client inquiries and document submissions.
• Monitor client deliverables and deadlines, ensuring timely responses and follow-ups.
• Support new client onboarding by collecting necessary documentation and setting up client records.

Document & Data Management

• Enter and update data accurately in accounting systems and client databases.
• Maintain strict confidentiality of sensitive financial and personal information.
• Assist in preparing financial documentation for audits, tax filings, and internal reviews.

Team Support

• Facilitate internal communication and assist with tracking workflows and task progress.
• Support billing and invoicing, including managing timesheets and expense claims.
• Order office supplies and liaise with vendors as needed.

Compliance & Quality Control

• Ensure adherence to internal procedures and external regulatory requirements.
• Help maintain current policies, templates, and checklists to support consistent quality standards.

Qualifications

• Demonstrated experience in an administrative or office management role, ideally within accounting or professional services.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with accounting software such as Xero, QuickBooks, or Draftworx is an asset.
• High level of professionalism and discretion.
• Ability to work both independently and collaboratively.

Preferred Attributes

• Familiarity with accounting processes and terminology.
• Comfortable working in a fast-paced, deadline-driven environment.
• Strong customer service orientation with a proactive, problem-solving mindset.

Skills Required