Receptionist / Administrative Support

1 week ago

North Bay, Canada Freelandt Caldwell Reilly LLP Full time

FCR is one of the largest accounting firms in Northern Ontario.

FCR also offers Professional Strategic Growth Plans for employees at all levels.

At FCR, you are more than just an employee number, you are family.

With over 30 years of experience and over 100 professionals on staff, FCR is the optimum place to grow your career.

Position Overview

During our busy personal tax season, additional administrative support is required to ensure high-quality and efficient customer service for our clients. The position performs a variety of administrative functions and will be primarily responsible for the general administration of the office during this time. This role will involve answering telephones, directing calls and relaying messages, client relations, controlling building access via our secure entry system, handling incoming and outgoing mail and documentation, coordinating boardroom bookings, and other reception-related duties as required. Overtime opportunities are available during peak periods. There is also potential for an extension of employment beyond the tax season, based on performance and business needs.

Education/Certifications
- High school diploma or equivalent required; post-secondary education is an asset
- Administration or secretarial courses or certifications are an asset

Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat
- Ability to use office equipment such as scanners and printers efficiently.
- Strong attention to detail and customer service abilities while maintaining confidentiality
- Adaptability to new software or processes as needed.

Essential

**Responsibilities**:
Reception
- Answer telephones, transfer calls/relay messages to those working out of office
- Incoming mail, distribute mail in staff mailboxes, stamp and deliver outgoing mail to post office. Redirect incoming faxes.
- Prepare courier slips for shipping
- Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, parking, and maintenance
- Receive client documents that are dropped off in person.
- Delivery of physical documentation to clients
- Pick-up or drop-off minute books/arrange for courier.
- Manage boardrooms and ensure they are arranged and available.
- Support and manage office equipment and supply needs.
- Schedule meetings for staff.

Confidentiality and Data Security:

- Maintain the strictest confidentiality in handling all tax documents, ensuring that sensitive information is safeguarded.
- Adhere to firm policies and procedures for managing client data and tax records, implementing best practices for data security and privacy.

Administrative Support and Team Collaboration
- Provide clerical support such as photocopying, faxing, and scanning documents for tax engagements.
- Handle the assembly of personal tax packages for clients, including printing, binding, and ensuring that all necessary forms are included.
- Accurately record client information into our practice management software
- Sorting, scanning, and archiving physical personal tax documentation
- Contribute to a positive and collaborative team environment, aiding colleagues during peak tax seasons.

**Job Type**: Fixed term contract
Contract length: 3 months

Expected hours: 40 per week

Work Location: In person

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