About Us

Uptown Financial is one of Ontario's growing companies in the private lending marketplace. With over 17 years of specialized lending expertise, we have built a comprehensive distribution system focused on owner-occupied and non-owner-occupied residential and commercial real estate.

We are looking for a highly organized and detail-oriented Administrative Assistant with accounting experience to support our day-to-day office, accounting, and administrative operations.

About You

You are organized, dependable, and comfortable managing multiple responsibilities in a fast-paced professional environment. You have strong analytical and problem-solving skills, excellent attention to detail, and the ability to make well-thought-out decisions.

You bring a working knowledge of bookkeeping and administrative procedures and are comfortable supporting the company's day-to-day Accounts Payable and Accounts Receivable activities in an accurate, timely, and organized manner.

You can work independently when needed while also collaborating effectively with leadership and other members of the organization.

Key Responsibilities

Accounting & Financial Administration

- Process day-to-day Accounts Payable and Accounts Receivable activities accurately and on time
- Receive and process incoming invoices and related Purchase Orders
- Ensure invoices are properly approved, entered, and processed in a timely manner
- Ensure all current-month invoices are entered and organized for month-end
- Track expenses and prepare expense reports for reimbursement and billing
- Prepare weekly reports for the Chief Financial Officer detailing payments, wires, and cheques
- Match payment documentation with corresponding vendor invoices and maintain organized records
- Organize and maintain all Accounts Payable files and supporting documentation
- Respond to vendor inquiries regarding invoices and assist in resolving discrepancies or issues
- Work with the company's accountants at year-end to retrieve and organize requested documentation
- Ensure proper authorizations and invoice approvals are documented in accordance with company policies before invoices are processed




- Maintain accurate and well-organized financial records that allow for easy reference and timely retrieval of information

Administrative & Office Support

- File, organize, and retrieve corporate documents, records, reports, and reference materials
- Maintain company files and SharePoint data
- Manage phone plans, email accounts, system access, and required IT forms for departments
- Provide basic support with internal technical procedures and office equipment
- Perform general clerical and administrative duties, including filing, document preparation, photocopying, transcription, and email correspondence
- Monitor office supply inventory and coordinate reordering as required
- Help maintain an organized and professional office environment
- Maintain an organized client filing system that allows for easy reference and rapid retrieval of information

Executive & Team Support

- Support the President as needed in preparing for internal and external meetings
- Assist with time management, meeting coordination, research, and preparation of required materials
- Coordinate meeting invitations and agendas and assist with conference call and video equipment setup
- Facilitate communication and ensure necessary meeting materials are prepared in advance
- Support other functional areas and members of the leadership team with special projects as required
- Assist with projects that may involve Marketing, Business Development, Finance, Programs, or other areas of the organization
- Take on additional administrative responsibilities as business needs evolve

Qualifications

- College diploma in Business Administration or a related field
- Minimum of 1 year of experience supporting at an executive level
- Previous bookkeeping, accounting, or financial administration experience
- Working knowledge of Accounts Payable and Accounts Receivable
- Strong analytical, critical-thinking, and problem-solving skills
- Exceptional attention to detail and a high level of accuracy




- Solid organizational skills with the ability to multitask and work effectively under pressure
- Ability to work independently, assess situations quickly, and provide appropriate solutions to inquiries
- Experience handling confidential and sensitive information with professionalism and discretion
- Strong written and verbal communication skills in English
- Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint
- Strong general computer skills, including experience with spreadsheet and word-processing software
- Excellent interpersonal and communication skills with the ability to work effectively with individuals at all levels of the organization
- Organized, adaptable, and comfortable working in a changing environment
- Strong project management, teamwork, and collaboration skills
- Desire to grow professionally and take on additional responsibilities over time

Experience in the mortgage, lending, real estate, accounting, or financial services industry is considered an asset. Compensation & Employment Details

- Hourly Rate: $22–$25 per hour, based on experience and qualifications
- Employment Type: Part-time
- Schedule: Flexible part-time hours based on business needs
- Performance Opportunities: Additional compensation opportunities may be available based on mortgage-related responsibilities, business development, and performance

Why Join Uptown Financial? Uptown Financial offers a professional and supportive work environment where you can gain hands-on experience across administration, accounting, mortgage operations, and client service.

As part of a growing organization, you'll have the opportunity to develop your skills, expand your knowledge of the mortgage and private lending industry, and take on additional responsibilities as you grow within the role.

Pay: $22.00-$25.00 per hour

Ability to commute/relocate

- Vaughan, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):
- How many years of administrative, bookkeeping, or accounting support experience do you have?

Experience:
- Administrative: 1 year (required)
- Accounting: 1 year (required)

Work Location: In person

📌 Accounting/Administrative Assistant (Vaughan)
🏢 Uptown Media Group
📍 Vaughan