Crawford, Smith & Swallow is not just another accounting firm. With more than 80 years of experience serving businesses and individuals throughout the Niagara Region, we have built our reputation on strong client relationships, professional expertise, and being a trusted part of the communities we serve. Behind every number is a client, a business, a family, and a story. Our team works together to help our clients navigate challenges, identify opportunities, and move forward with confidence. Just as importantly, we believe in supporting the people who make that work possible. We strive to provide a collaborative and supportive workplace where our team members can grow personally and professionally while contributing to the continued success of our firm. We are currently looking for an experienced Office Administrator/Office Manager to join our team. If you have previous experience working in a public accounting firm and enjoy being part of a busy, professional, client-focused environment, we would like to hear from you. Position Overview The Office Administrator / Office Manager will be responsible for overseeing the day-to-day administrative operations of the office, coordinating workflow, supporting accounting professionals, and ensuring a high standard of client service. The successful candidate will be a strong communicator, highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced professional environment. This is a hands-on position that combines administrative responsibilities with office coordination, staff support, and process improvement. Office Management & Administration
- Oversee daily office operations to ensure an organized, efficient, and qualified workplace.
- Coordinate administrative workflow, prioritize tasks, and ensure deadlines are met.
- Provide direction, guidance, and support to administrative staff.
- Identify opportunities to improve office procedures, consistency, and overall efficiency.
- Act as a key point of contact between administrative staff, accountants, managers, and partners.
- Assist with onboarding and training new administrative employees.




- Monitor workloads and assist with prioritizing tasks during busy periods.
- Ensure firm policies, procedures, and administrative standards are consistently followed.
- Work closely with firm leadership to address operational challenges and implement improvements. Accounting Firm Administrative Support
- Coordinate the preparation, printing, assembly, and finalization of financial statements, tax returns, and other client documents.
- Assist with electronic filing procedures and the distribution of completed client documents.
- Manage client engagement letters, document requests, and electronic signature processes.
- Assist with client file setup, maintenance, organization, and archiving.
- Monitor administrative workflow to ensure files are processed accurately and within established deadlines.
- Coordinate with accounting staff to ensure all required documentation and instructions are received before administrative work begins.
- Support the preparation and processing of invoices and assist with accounts receivable follow-up as required.
- Maintain accurate electronic records and ensure compliance with firm document management procedures. Client Service & Communication
- Provide qualified and courteous service to clients, both in person and over the telephone.
- Respond to client inquiries and direct requests to the appropriate team members.
- Coordinate appointments, meetings, and client communications.
- Handle confidential client and financial information with professionalism and discretion.
- Assist with resolving administrative concerns and ensuring a positive client experience. Qualifications & Experience
- Minimum 3–5 years of administrative experience, with at least 2 years of experience in a public accounting firm strongly preferred.




- Previous experience in an office coordination, supervisory, or management role is an asset.
- Familiarity with accounting firm processes, including personal and corporate tax returns, financial statements, and client file management.
- Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
- Excellent written and verbal communication skills, with a professional and client-focused approach.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
- Strong attention to detail, accuracy, and the ability to handle confidential information.
- Ability to work independently, take initiative, solve problems, and exercise sound judgment.
- Strong interpersonal and leadership skills, with the ability to support staff and work effectively as part of a team.
- Experience with accounting and document management software such as CCH iFirm, CaseWare, TaxPrep, Doc-It, or similar platforms.
- Experience coordinating administrative staff and managing office workflow.
- Knowledge of electronic filing, document retention, and client engagement processes.

What We Offer
At Crawford, Smith & Swallow, we recognize the importance of providing our employees with a competitive compensation and benefits package while supporting a positive work environment. Our employee offerings include:
- Competitive compensation
- Comprehensive group benefits, including health, dental, and vision coverage
- Starting at 3 weeks of paid vacation
- Paid health and wellness days
- Paid community volunteering hours
- Shorter Friday hours during the summer months
- Professional development and learning opportunities
- A supportive and collaborative team environment
- The opportunity to build a long-term career with an established Niagara accounting firm Pay: From $50,000.00 per year Ability to commute/relocate:
- St. Catharines, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:
- public accounting firm: 2 years (required) Work

Location:
In person

📌 Office Administrator/Office Manager (St. Catharines)
🏢 Crawford, Smith & Swallow
📍 St. Catharines