About the Role

We are a growing CPA firm seeking an organized and dependable Administrative Coordinator to support our office operations and specialized client-service workflows.

This role combines general office administration with estate, trust, and corporate support. The successful candidate will be comfortable managing detailed processes, tracking deadlines, collecting sensitive client information, and communicating professionally with clients, government agencies, and internal team members.

Experience in an accounting, legal, or other professional-services firm is strongly preferred.

This is a part time role; we expect the candidate to work 20-30 hours per week; likely in the office for 3 or 4 days each week.

Key Responsibilities

Office Administration

- Serve as a qualified first point of contact for clients and visitors
- Answer and direct telephone calls and general inquiries
- Coordinate office supplies and other day-to-day administrative requirements
- Maintain organized electronic and physical records
- Provide general administrative support to partners and staff
- Handle confidential client and firm information with discretion

Estate and Trust Administration

- Coordinate the collection of information and documents for deceased taxpayers and estates
- Obtain executor and beneficiary information, including contact details and required tax information
- Maintain estate, final-return, and trust tracking records
- Assist with CRA registrations and submissions for deceased taxpayers and estate representatives
- Support the preparation and filing of T1 final returns and T3 trust returns under the direction of professional staff
- Assist with graduated rate estate and testamentary trust administration
- Prepare supporting documentation for clearance certificate requests
- Track filing requirements and deadlines, including trust reporting and Schedule 15 requirements

Corporate Administration

- Assist with incorporations, dissolutions,



and other corporate filings
- Prepare and maintain corporate minute books under professional direction
- Assist with share issuances and updates to corporate records
- Obtain company keys and complete filings through the Ontario Business Registry
- Coordinate annual corporate filings and updates to officer and director information
- Maintain accurate internal corporate tracking records

Qualifications

- At least five years of administrative experience, preferably in an accounting, legal, or professional-services environment
- Strong organizational skills and close attention to detail
- Ability to manage multiple files, priorities, and deadlines
- Professional written and verbal communication skills
- Strong working knowledge of Microsoft Office, particularly Word, Outlook, and Excel
- Comfort learning and working with government portals, document-management systems, and firm software
- Sound judgment when handling confidential personal and financial information
- Ability to work independently while recognizing when professional guidance is required
- Ability to remain accurate and organized during busy periods

Preferred Experience

- Previous experience working in a Canadian accounting or tax practice
- Familiarity with CRA processes, tax filings, estates, or trusts
- Experience with the Ontario Business Registry and corporate record maintenance
- Familiarity with Canadian tax preparation or practice-management software is a plus
- Post-secondary education in business administration, accounting, legal administration, or a related field is a plus

What We Offer

- A stable, professional, and collaborative work environment
- Exposure to a broad range of accounting-firm operations
- Training and opportunities to develop specialized knowledge
- Competitive compensation based on experience
- Benefits program

Pay: $20.00-$30.00 per hour

Benefits

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Administrative Coordinator (Oakville)
🏢 Douglas Spence u0026 Associates PC
📍 Oakville