Administrative Coordinator

2 weeks ago

Oakville ON, Canada Hour Consulting Full time

We are currently hiring for a full time permanent Administrative Coordinator for our client, a full-service tax advisory firm that provides Canadian domestic/international tax planning and tax dispute advice to clients throughout Canada and internationally. They are growing and looking for an Administrative professional to join their team to support the management and overall operations of the Taxation and Legal consulting firm.



They counsel and support clients in matters regarding their tax and estate planning. They pride themselves in tackling the most challenging problems and providing solutions which are effective for clients. Their team includes experienced professionals, including Chartered Professional Accountants and lawyers focused on client needs in a holistic manner.



The experienced Administrative Coordinator will be working from the Oakville office location. This position offers excellent opportunities for learning to the right candidate.

As the Administrative Coordinator, you will manage the daily operations of the office, handling a variety of business and administrative tasks. Working in a fast-paced client Accounting and Legal Firm. The Administrative Coordinator will lead the executive administrative responsibilities in providing seamless administrative support.



What you will do:

  • Provides administrative support to ensure efficient operations of the office

  • Answers phone calls, schedules meetings, takes notes, and supports pre scheduled visitors

  • Carries out administrative duties such as filing, typing, copying, scanning, etc.

  • Exhibits polite, timely, and professional communication via phone, e-mail, and mail

  • Coordination of mailing packages, letters

  • Preparing organizational charts appendices as and when required.

  • Researches and purchases services for both client projects and office operations

  • Thoroughly documents processes, credentials, subscriptions, etc.

  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies

  • Contributes to team effort by accomplishing related tasks as needed

  • Contact CRA for client and team queries as and when required.

  • Facilitates invoicing to clients and payment of suppliers/vendors as well as employee reimbursements

  • Deposits and tracks client payments, including cheques and electronic transactions

  • Records expenses including vendor services, project purchases, office supplies, meals, employee purchases

  • Coordinates with Accounting to ensure all entries are upto date.

  • Tracks vacation days of team and able to source and answer basic HR related questions which the team may have

  • Organizes team events and collects feedback on improvements to process, culture, or supplies

What they are looking for:

  • At least 2 + years of administrative/office experience

  • Knowledge of appropriate software including Office 365 including PowerPoint

  • Experience in social media is a bonus

  • Familiarity with Adobe Acrobat, Harvest, Karbon or a project management software is a plus

Skills and Qualifications:

  • Basic project management skills

  • Reporting Skills

  • Administrative Writing Skills

  • Technology Skills including Microsoft Office

  • Strong organizational skills with the ability to prioritize tasks.

  • Ability to Analyze Information

  • Professionalism and Positivity

  • Problem Solving and Creativity

  • Strong relationship building skills and ability to work in a team environment

  • Bachelor's degree or college diploma

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