About Elevation Accounting and Advisory

Elevation Accounting and Advisory provides bookkeeping, accounting and tax services in a friendly, client-focused workplace. We strive to help clients understand their numbers, streamline their processes, increase their profitability, and make informed business decisions. Our close-knit team values learning, practical improvements and excellent service—with our office dogs helping clients feel welcome.

The Opportunity

We are looking for a detail-oriented Office Administrator who takes ownership of their work and keeps client information, communications and office operations organized. You will be a central point of contact for clients and help move files forward by gathering information, checking documents, following up on missing items and keeping the team informed.

Success requires more than completing assigned tasks. You notice gaps, identify areas of improvement, use established procedures and available resources to solve routine problems, follow work through to completion, and ask for clarification or escalation when an issue requires accounting expertise or approval.

Key Responsibilities

Client Communication

- Manage the info email inbox, schedule appointments and respond professionally to clients through the secure portal, text, Facebook, telephone and in person. Use approved channels and protect confidential information.
- Explain what documents and information clients need to provide for bookkeeping, GST returns, T4 and T5 slips, personal and corporate tax returns, and other services. Clearly communicate deadlines, missing items and next steps, and follow up until outstanding requests are resolved or escalated.
- Document client communications and actions taken. Update ClickUp statuses, outstanding requests and next steps promptly, and notify the appropriate team member when information arrives or a file is waiting on a client.

File Management

- Set up and maintain accurate client records in the firm’s client management systems. Collect and check incoming information for completeness,



identify discrepancies and obtain clarification.
- Save documents in the correct client folder using the firm’s naming conventions. Check client names, tax years, document versions and filing locations before completing a task.
- Coordinate client signing and sign-off on required documentation. Review returned documents for missing or incorrect signatures, dates and fields; arrange corrections and guide clients through online signing when needed. Save completed documents in the correct location.
- Print personal and corporate tax returns and financial statements, and upload the correct documents to the secure client portal for review, following the firm’s review and release procedures.
- Complete electronic filing as assigned, following required approvals and procedures. Verify acceptance and record and save the confirmation number for every filing, 100% of the time, without exception. Resolve or promptly escalate rejected submissions or missing confirmations; ensuring not to mark a file complete without documented acceptance.

Office Operations and Payment Handling

- Keep the office, shared areas and basement clean, tidy and organized. Coordinate or complete routine cleaning, window cleaning, recycling sorting and drop-off, and other office upkeep as needed.
- Monitor inventory and order necessary office supplies. Maintain office equipment, troubleshoot routine issues and arrange servicing when required.
- Check, collect, sort and distribute incoming mail and take outgoing mail to the post office.
- Accept client payments, issue receipts, record transactions accurately and manage and reconcile the cash box in accordance with the firm’s procedures. Report discrepancies promptly.




- Support the team with miscellaneous administrative tasks, shifting priorities and improvements to everyday office processes.

Qualifications

- Strong attention to detail: you have proven experience of routinely catching missing information, signing errors, incorrect file names and incomplete records, and correct them before work is marked complete.
- Independent work habits: you’ve organized your day, prioritize competing deadlines and follow through on recurring responsibilities without ongoing supervision or repeated reminders.
- Practical problem solving: you’ve investigated issues, consulted procedures and available resources, and brought forward a proposed solution when assistance is needed.
- Clear, professional written and verbal communication, including the patience to explain processes and help clients use digital tools.
- Sound judgment, discretion and care when handling confidential information: financial and personal information, payments and access to client records.
- Experience in office administration or a comparable client service role within a professional setting, with demonstrated ability to manage records, appointments and multiple communication channels.
- Confidence using digital tools and learning new software independently. Experience with ClickUp, Dubsado, Liscio, Sage 50 and QuickBooks Online is an asset.
- Flexibility as priorities and processes evolve, willingness to learn from feedback, and the ability to work collaboratively with a small team.
- Grade 12 high school diploma or equivalent GED
- Comfort working in a dog-friendly office.

Work Hours

- May - February: Part-Time, 8-10 hours per week
- March - April: Full-Time, 35-40 hours per week

Interested in Joining the Team?

In addition to applying through Indeed, please email your resume and cover letter to [email protected] with the subject line “Details Matter - Office Administrator at Elevation Accounting”.

Pay: $20.00-$25.00 per hour

Work Location: In person

📌 Office Administrator (Hinton)
🏢 Elevation Accounting and Advisory
📍 Hinton