Administrative Assistant

1 week ago

London ON NA P, Canada Williams Meaden & Moore Inc. Full time $40,000 - $70,000 per year

Job Summary

We are seeking an organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide support to our Office Administrator by aiding with office operations, ensuring efficient workflow and providing excellent customer service.

Responsibilities and Duties:

  • Assist Office Administrator, Partner and team members in all administrative matters, including communication with clients.
  • Data entry.
  • Arrange and plan meetings when required.
  • Review and maintain client contracts, initiate procedures required to follow contract demands and hourly rates, etc.
  • Maintain office systems and procedures, file management as requested by Partner.

Administrative Lead for:

  • New file set-up including Caseware Time, Caseware Working Papers, and

Airtable/iFirm.

  • Conduct firm-wide conflict of interest checks.
  • Reception duties such as answering phones, checking and responding to

general office emails in a timely manner, opening and distributing mail etc.

  • Editing, reviewing, and submitting Initial Request Letters and follow-up

letters.

  • Conducting follow-ups on behalf of team members as assigned.

Back-up to the Office Administrator for:

  • Editing and finalizing reports.
  • Drafting, post, finalize and email invoices to clients.
  • Create and maintain templates for invoicing, etc.
  • Respond to enquiries from clients regarding invoices, payments and accounts.
  • Coordinate and prepare monthly, quarterly and yearly reports for various clients as specified in Service Contracts.
  • Issue periodic reminders to team members for invoicing and accounts receivable follow up.
  • Issue monthly Accounts Receivable statements to clients.
  • Executive Assistant support for Partner.
  • Other duties as required by Partner.

Education and Professional Skills/Knowledge:

  • Minimum 1 year experience in a professional administrative capacity, preferably with a finance background.
  • Ability to exercise good judgement, show initiative and be proactive.
  • High standards of ethic and confidentiality to handle sensitive information.
  • Advanced knowledge of MS Office and Excel.
  • High attention to detail in all areas of work.
  • Excellent problem-solving skills and a proven ability to work in a team environment.
  • Exceptional organizational, time management and prioritizing skills.
  • Proven ability to effectively prioritize workflow.
  • Excellent interpersonal, written and oral communication skills.

If you are ready to take on this exciting opportunity and contribute to a team that values expertise and dedication, we invite you to apply today

Job Types: Full-time, Permanent

Benefits:

  • Dental care
  • Extended health care
  • Life insurance
  • Paid time off
  • Vision care

Ability to commute/relocate:

  • London, ON N6A 5P3: reliably commute or plan to relocate before starting work (preferred)

Experience:

  • Administrative: 1 year (preferred)

Work Location: Hybrid remote in London, ON N6A 5P3

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