Administrative Assistant

4 months ago

Coquitlam, Canada CNCPA Full time

**Responsibilities**

**Correspondence and Documentation**:

- Create, edit, and proofread correspondence, proposals, reports, and presentations.
- Compose and prepare letters relating to routine correspondence with CRA. Prepare and file CRA authorizations, T183, T1013, and RC59.

**Client Engagements**:

- Manage and maintain schedules and appointments.
- Assist with administrative aspects of client engagements.
- Manage client communication and correspondence, including answering and directing calls, sending correspondence, and greeting clients professionally.

**Billing and Statements**:

- Prepare client billings and statements as required.
- Provide billing support, including preparing invoices and following up on accounts receivable.

**Office Coordination and Task Management**:

- Coordinate, monitor, and communicate office engagements, ensuring appropriate staff are assigned to tasks and deadlines are met.
- Maintain and refine internal processes and procedures to ensure efficient operations.
- Determine and establish office procedures and routines.

**Client Onboarding and Data Management**:

- Onboard new clients and update existing client entities in the internal database.

**Data Handling and Filing**:

- Compile data, statistics, and other information.
- Perform data entry.
- Format and assemble electronic and/or paper client deliverables, ensuring a high level of attention to detail and timely delivery.
- Scan documents, embed them in electronic files, and manage document transfer securely.
- Enter data and maintain paper and electronic files in accordance with the firm’s document retention and destruction policies.

**Client Interaction**:

- Professionally interact with clients, action communications promptly, and escalate complex inquiries as needed.
- Suggest solutions and innovative ideas to meet client needs.

**Training and Development**:

- Participate in the development of internal systems and processes.
- Stay current with changes in software and processes through training.

**Experience and Background**:

- Minimum of 2 years of administrative experience, preferably in an accounting firm or with-in a fast-paced professional services environment.
- Minimum College diploma with a focus on business management or accounting.
- Proven work experience in project management.
- Knowledge of accounting processes is an asset.

**Communication and Interpersonal Skills**:

- Outstanding verbal and written communication skills.
- Strong interpersonal skills with the ability to build rapport with clients and staff at all levels.
- Exceptional customer service skills with the ability to de-escalate potentially difficult situations.

**Organizational and Time Management Skills**:

- Highly organized with strong attention to detail.
- Ability to re-prioritize workload and adapt to changing circumstances.
- Strong time management skills with the ability to work effectively within tight timelines on simultaneous projects.

**Professionalism and Judgment**:

- Professional and courteous manner.
- Excellent judgment and problem-solving skills.
- Ability to take ownership of administrative tasks and proactively seek out opportunities to contribute.
- Ability to work independently and as part of a team.
- Availability to work overtime as required.

**Technical Skills**:

- Highly proficient in MS Office Suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.
- Ability to grasp new technological tools and software.
- Strong analytical, research, and problem-solving skills.

**Client Service and Confidentiality**:

- Exceptional client service mindset with the ability to convey accounting concepts and services to clients effectively.
- Ability to work in a confidential environment and handle sensitive information with complete discretion.

**Personal Attributes**:

- Driven, flexible, and motivated to help others.
- Proactive self-starter with the ability to work independently.
- Ability to recognize the big picture and prioritize tasks to meet deadlines.
- Self-motivated, results-oriented individual who demonstrates initiative and big-picture perspective.

**Additional Skills and Attributes**:

- Strong business acumen with the ability to build positive professional relationships.
- Ability to develop a positive rapport and convey accounting concepts and services with clients.
- Demonstrated ability to handle multiple tasks and deadlines effectively.
- Versatility to thrive in a variety of tasks, embracing both problem-solving projects and routine assignments**.**

Pay: $38,000.00-$50,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay
- Overtime pay

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- full-time admin accounting firm: 1 year (preferred)
- Database

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