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
Requirements :
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 strict legislative deadlines