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administrative assistant

Job Description

Reporting to the Office Manager, the Administrative Assistant is responsible for providing administrative support and managing client contact in a small professional service environment in our Hamilton Office. As the first point of contact when entering the office or calling in by phone, the Administrative Assistant will be an integral part of client management and client interactions on a daily basis. This role will also assist with compiling client packages, maintaining client and job information in our system and various other administrative tasks that support our professional services staff.

Key Responsibilities

· Greet clients and visitors in a friendly and professional manner

· Proofread and edit documents for grammar, spelling, format and simple addition

· Answer and direct incoming calls through the general office line

· Respond to client e-mails in a timely and professional manner

· Assist with booking the meeting room as required

· Enter new clients into iFirm and update existing client information as required

· Set up new jobs and log in work as it arrives to the office. Document pertinent information relating to work in the system when necessary

· Assemble corporate packages within 2 business days of being in assembly

· Assist professional staff with various administrative tasks as required

· Printing for clients – meeting materials

· Scanning and filing as required.

· Keep the office tidy and clean

· Set up meeting rooms, offer and deliver refreshments

· Mail and courier packages and letters as required

· Pulling any Provided by Client (PBC) documents to the front so that they are given to the staff upon departure for meetings at clients, or for clients who are coming for meetings

· Wash dishes and keep kitchen clean

· Empty Shredder as required

· Remind clients to pick up their records and packages once completed by preparers

· Scanning in all compilations and review engagements for preparers

· Assist in processing and assembling T1 tax returns; including scanning in T1 slips for preparer’s when returns come in the door

· Log in work as it arrives to the office. Document pertinent information relating to work in the system when necessary.

Other Duties and Responsibilities as assigned

Qualifications and Skills

· Required Education:

o College Diploma in Office Administration; Accounting; Business administration preferred

· Skills:

o Microsoft office skills, specifically Outlook, Word and Excel

o Data entry skills along with a skill for numbers

o Quick learner, highly organized and ability to balance and multi-task

o Self-motivated and able to work independently as well as in a team

o Able to remain calm and collected in a fast paced office environment

This position offers a competitive salary based on experience. We are looking for a motivated individual who is eager to contribute to our team and assist in the smooth operation of our office. If you meet the qualifications listed above, please submit your resume for consideration.

Job Types: Part-time, Permanent
Part-time hours: 25-30 per week

Salary: $18.00-$25.00 per hour

Benefits:

• Casual dress
• Extended health care
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Hamilton, ON L9C 5N2: reliably commute or plan to relocate before starting work (required)

Shift availability:

• Day Shift (required)

Work Location: In person

Application deadline: 2023-07-31
Expected start date: 2023-09-11

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