Overview
We are seeking a detail-oriented and organized Administrative and Operations Assistant to support our office functions and daily operations. This role is vital in ensuring smooth administrative workflows, providing excellent customer service, and maintaining efficient office procedures. The ideal candidate will have strong computer skills, experience with office management tools, and a professional demeanor to handle various clerical tasks with accuracy and efficiency. If you're someone who enjoys keeping things organized, improving processes, and supporting a busy team, we'd love to hear from you!
Duties
Tax File Administration
- Roll forward tax files and engagement templates for upcoming tax seasons.
- Create and maintain tax jobs within the practice management system.
- Monitor tax workflow stages and update file statuses accordingly
- Ensure follow up with client’ documentation for preparer review.
CRA & Government Correspondence Support
- Download CRA documents and correspondence through authorized access.
- Retrieve Notices of Assessment, T-slips, installment information, and other tax-related documents.
- Track outstanding CRA requests and follow up where required.
- Escalate issues requiring professional review.
Client Document Collection & Follow-Up
- Prepare and send annual tax information request lists.
- Follow up with clients regarding outstanding documents and information.
- Monitor client portal uploads and document submissions.
- Ensure client information is complete before assigning files for preparation.
- Maintain communication logs and follow-up schedules.
- Assist clients with portal access and document submission issues.
Practice Management & Database Maintenance
- Maintain accurate client records in XPM.
- Update client contact information and engagement details.
- Ensure jobs, budgets, due dates, and workflow statuses are current.
- Assist with client onboarding and profile updates.
- Monitor and maintain tax season tracking reports.
Reporting & Meeting Coordination
- Prepare monthly deadline reports for management.
- Track filing deadlines and identify at-risk engagements.
- Review job status with meeting dates
- Assist with workload and capacity tracking.
Document Management
- Scan, upload, and organize paper documents where applicable.
- Ensure electronic files are properly named and stored.
- Maintain document retention and filing procedures.
- Verify that supporting documentation has been received and uploaded to the appropriate file.
Administrative Support
- Assist with client correspondence and engagement administration.
- Monitor shared inboxes and direct inquiries appropriately.
- Assist with onboarding and offboarding administrative tasks.
- Prepare monthly invoices
- Support administrative projects and improvement initiatives as assigned.
- Create and maintain tax jobs within the practice management system.
- Ensure follow up with client’ documentation for preparer review.
- Monitor tax workflow stages and update file statuses accordingly.
Qualifications
- Proven clerical or administrative experience in an office setting preferred
- Experience in an accounting firm, tax environment, or professional services office considered an asset.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
- Strong computer skills including data entry, typing accuracy, and document proofreading
- Excellent organizational skills with the ability to manage multiple tasks efficiently
- Exceptional customer service skills with professional phone etiquette
- Diploma or certificate in Business Administration, Office Administration, Accounting, or related field preferred.
Pay: $17.00-$19.00 per hour
Benefits:
- Company events
- Flexible schedule
- On-site parking
Work Location: In person
