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Front Desk Administrator

2 months ago

Cobourg, Canada Baker Tilly Canada Full time

**Front Desk Administrator**
**Cobourg, Ontario, Canada**:
Current Opportunities

Baker Tilly KDN is hiring a Front Desk Administrator at our Cobourg office to assist with administrative duties during tax season (mid-January through June 30th, 2024). At the heart of Baker Tilly KDN is our commitment to make a difference for our clients, communities and profession. Are you hyper-organized and a great communicator? Work as part of a collaborative administrative team to proactively support the firm’s day-to-day needs.

This position requires 24 hours per week from start date through March, with flexible hours (eg 9am-3pm) and move to full time in April, with office hours being 8:30am-5:00pm.

**Why join the Baker Tilly KDN team?**

With BT KDN, you can find a career that’s uniquely you. Our professionals are encouraged to Be True to their values and ambitions. Our mission is to develop and support great people so they can feel their best, be their best and bring their best. When you join our firm, you can expect:

- A leadership team committed to your success
- Challenging and varied assignments
- Ongoing training and support for professional development
- Team building adventures (we've thrown axes, taken a river cruise and played dodgeball - just to name a few)
- A professional, fun and friendly working environment

**What would you be doing?**

As the first person our clients and guests interact with, you will be a vital member of our growing firm. You will communicate with accountants, partners and clients to help manage the flow of work and ensure clients receive top-notch service. Your primary responsibilities would include:

- Representing the firm in a professional, courteous, and confident manner, in both written and verbal communications, internally and externally
- Greeting clients at the front desk and ensuring that they are assisted in a prompt and kind manner
- Responding to visitors and telephone calls
- Receiving, sorting and distributing mail and courier shipments, cross checking for missing items
- Maintaining client records, including scanning of incoming documents, maintaining process flow of documents and database
- Taking and reconciling client payments and deposits.
- Back up for coordinating, printing, and filing the various annual tax packages (T1, T2, T4, T5) and assisting clients with the signing of documents
- Correspondence with CRA, either by phone or CRA online
- Meeting and event logistics including location and/or booking of meeting rooms, meals, equipment, materials, RSVPs, set up conference calls or video conference and travel
- Maintaining professional and presentable lobby, meeting and lunch rooms
- Maintaining and replenishing supplies, tidying stock rooms and cupboards
- Researching, collecting, preparing/organizing, and distributing supporting materials for internal/external client and/or firm meetings
- Managing electronic and paper-based files, including locking down and archiving files electronically
- Database maintenance/updating various databases and registers
- Tracking planning, engagement, and legal correspondence
- Coordinating the scheduling of files in collaboration with accounting managers or firm scheduler
- Preparing, editing, and proofreading professional documents, financial statements, proposals, and presentations
- Providing support for firm technology and changes in firm processes and policies
- Monitoring, and reviewing current internal systems and processes and make suggestions for building further efficiencies
- Corresponding with building/property manager to ensure that the building is being maintained as needed
- Assisting with employee onboarding
- Coordinating employee appreciation lunches during busy season and for various meetings throughout the year
- Post-secondary education with administration and accounting acumen, or equivalent experience
- Minimum 1-2 years of relevant experience in administration and customer service in a fast-paced, collaborative environment
- Advanced knowledge of Office 365 products, specifically Word and Excel
- Previous experience working in a partnership or professional services firm supporting multiple senior staff
- Accounting/Tax process and forms (T1s, T2s) experience an asset
- Experience with CaseWare, Caseview, TaxPrep, and Doc.it an asset
- Ability to engage in exceptional interpersonal relations with clients and team members
- Demonstrates sound judgement with regards to confidential and sensitive matter
- Takes initiative and direction and is a self-directed learner
- General knowledge of office equipment and basic IT troubleshooting
- Innovative thinking and adaptable to service needs
- Accuracy, precision, and acute attention to detail are essential
- Ensures professionalism, discretion, integrity, and tact in performance of duties
- Positive can-do attitude and ability to juggle multiple priorities
- High collaboration with existing team members
- Excellent time management with adherence to stric

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