Position Overview

We are seeking a highly organized and detail-oriented experience Part-Time Administrative Assistant with administrative experience to support our accounting team. The ideal candidate will play a key role in providing client communication, file management, onboarding processes, and workflow coordination, ensuring efficiency and professionalism across all administrative functions.

Key Responsibilities

Client Communication & Support

- Act as a primary point of contact for clients, responding to inquiries and addressing concerns in a professional and timely manner.
- Develop a strong understanding of client needs to support service delivery.
- Liaise with clients throughout engagements, ensuring clear and consistent communication.
- Be pro-active in obtaining signatures so that returns are filed by deadlines.

File Management & Documentation

- Maintain accurate, organized, and up-to-date client files for internal use and client delivery.
- Download, store, and manage client documentation on internal servers.
- Prepare and produce fillable PDF forms and other client-facing documents.
- Ensure client’s privacy in external documents is maintained and protected.

Tax & Engagement Support

- Annual tax packages updates and preparing fillable PDFs.
- Downloading Source Deduction Statements.
- Downloading CRA Documents tor T1 Returns.
- Finalize personal tax returns, trust returns, and corporate year-end packages once accounting and tax work is completed.
- Prepare corporate year-end engagement letters and documentation packages using Proposify software.
- Upload documents to CRA online and assist with CRA access setup for clients.

Client Onboarding & Transitions

- Coordinate onboarding of new clients, including file setup and documentation collection.
- Send engagement proposals and takeover letters to previous accountants.
- Ensure all onboarding documentation and compliance requirements are completed accurately.




- Obtain CRA access
- Ensuring that all client’s information is entered into firm’s Apps and programs.

Systems & Process Management

- Maintain and update CRM records (Financial Cents).
- Review workflows and identify opportunities to streamline processes.
- Automate repetitive administrative tasks using tools such as Zapier and other software platforms.

Administrative & Operational Support

- Manage courier and mailing of client documents (e.g., Personal Touch, 416 Courier, Canada Post).
- Maintain proposal templates and libraries within Proposify.
- Assist with quarterly newsletters (Mailchimp) and social media postings.
- Maintain and update client lists as required, but particularly important is after tax season server, client lists, mailchimp updates, etc.
- Provide general administrative support to team members as required.
- Downloading corporate clients’ documents from FC and uploading to AutoEntry and Dext.
- Office supplies management.

Qualifications

- A minimum of three (4) years’ experience in full cycle bookkeeping.
- Experience with payroll and payroll reporting is a mandatory requirement.
- General business knowledge and great organizational skills.
- Excellent Knowledge of QuickBooks Desktop and QuickBooks Online accounting software is a requirement.
- Proven knowledge of Microsoft Excel, Microsoft Word, Google Wrokspace and Adobe.
- Ability to effectively plan, organize, and control workload.
- Ability to work in a fast-paced environment, working on multiple assignments, with a high degree of autonomy over work.




- Initiative, willingness, and ability to accept responsibility. Aptitude for dealing with clients and other staff member in a respectful manner.
- Desirable knowledge of preparation of personal income tax returns.
- Proven ability to recognize and analyze problems, propose sound alternatives and solutions.
- Ability to develop and maintain positive relationships with clients
- Experience completing bookkeeping duties for multiple clients would be considered an asset
- Strong communication skills both written and spoken, as there will be interaction with management, staff, and clients.

Software & Tools Experience in the following software is an asset if not must proactively follow-up on training on the following software where there are gaps in knowledge

- Accounting firm administration
- AutoEntry
- CaseWare
- TaxCycle & DoxCycle
- Financial Cents (CRM)
- Proposify
- Dext
- Zapier
- Canva
- Mailchimp
- Calendly
- Zoom
- Duo Security
- P-Touch Editor
- Buffer

If you meet the above qualifications and wish to apply to become a member of our team, please submit your cover letter and resume. We thank all interested candidates, however only qualified candidates will be contacted for an interview Pay: From $25.00 per hour

Expected hours: 22.5 per week

Benefits

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Vision care

Ability to commute/relocate:
- Nepean, ON K2J 2P2: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Where are you located?

Education:
- Secondary School (preferred)

Experience:
- Front desk: 2 years (preferred)
- Administrative: 2 years (required)

Language:
- English Fluently (required)

Work Location: In person

📌 Part-Time Administrative Assistant (Nepean)
🏢 Marlene L. Grant Professional
📍 Nepean