Office Administrator

**We are a leading firm of chartered accountants and professional advisors serving entrepreneurial people and organizations. We are proud of our recent recognition as a Best Workplace for Women, a best Workplace Managed By Women as well as being Great Place to Work certified.**

**We offer a broad range of professional services all designed to accomplish one goal: to help our clients pursue opportunities, navigate challenges, create value and leave a meaningful legacy.**

**We strive to help everyone on our team achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates diversity of thought, fosters growth, and provides continuous opportunities for development.**

**We are currently seeking an individual with a positive “can do” attitude, excellent interpersonal and communication skills, who acts with discretion and has the ability to manage multiple demands in a fast-paced environment.**

**This position has primary responsibility for the maintenance of the firm’s premises, and provides administrative support to various departments as needed and outlined below.**

**Roles and Responsibilities**
- Maintaining of office premises, bathrooms, meeting rooms, and kitchen etc., ensuring cleanliness and sufficient supplies to facilitate smooth, safe, and pleasant office operation at all times
- Maintenance of office stationery, equipment and other office supplies to equip the office team member with the necessities for effective operation. Communicate with and coordinate all suppliers to keep office well stocked, clean, effective, with careful monitoring to avoid waste and unnecessary spending.
- Preparation of outgoing mail (preparing envelopes, labels, etc.), tracking outgoing mail in data base, processing couriers including initiating, tracking and follow up and monitoring postage levels and maintaining postage machine, etc.
- Checking/picking up/distributing any items/client materials from mailbox and drop box, on a daily basis.
- Operating dishwasher and empty dishes in the morning, monitoring cleanliness of fridge, liaison with food suppliers for meals/fruit etc.
- Monitor the phone system and security system to add or remove users.
- Management of AskNicely account, invite partners, senior mangers and EAs to the self-registration, send survey to clients on monthly basis.
- Assign tasks in Xero and Tax preps (T1&T3), maintain the task list, generate and distribute tax reports.
- Provide back office support to AP, including deposit cheques, process Moneris payments, upload invoices, vender account reconciliation and print cheques and send them to venders.
- Provide back office support to IT, including monitoring and tracking of office computers and support tickets, sending IT service maintenances monthly.
- Cover reception desk. Ensuring prompt, professional and friendly client welcome.
- Help out EAs as required including filing minute books/incorporation books, lockdown and roll-forward client files in Caseware, efiling and assembling tax returns.

**Professional and experience requirements**
- Personable, warm and friendly personality.
- Excellent attention to detail and ability to handle many different tasks at same time.
- Ability to prioritize and organize time effectively. Able to engage clients in conversation and to remember client personal details so clients know they are valued and cared for.
- Good communication skills both oral and written
- Proficiency with computers specifically in Microsoft Office tools: Power Point, Outlook,Word and Excel
- Able to work efficiently and effectively despite interruptions and distractions and requests for assistance. Flexible and adaptable enough to manage competing priorities.
- 1-3 years experience in a professional services firm or professional services organization.
- 1-2 years experience in general accounting / bookkeeping or completion of programs for same.
- Familiar with multi-unit phone systems/switchboards.
- Some property management experience an asset.
- **Please note this is an in-office position and no remote work is available.**

**What you can expect**:

- Certified Great Place to Work
- Voted Best Workplace Managed by Women 2021 by Great Place to Work
- Employee Benefits
- 3 weeks vacation, lieu days, flex hours, summer hours
- Professional Development opportunities
- Team socials
- Dynamic company culture

**Salary range**: $40,000.00 - $50,000.00 per year.

**Salary**: $40,000.00-$50,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay
- Overtime pay

Ability to commute/relocate:

- Oakville, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location