Job Summary

The Administrator / Receptionist provides front-desk and administrative support, welcoming visitors, managing calls, and keeping information and records accurate. This role helps daily office operations run smoothly and ensures customers and colleagues receive timely, courteous assistance. During tax season, you will coordinate the intake, organization, routing, and compilation of client tax documents to support the efficient preparation and filing of returns.

Responsibilities

This position serves as a point of contact for clients and visitors while providing administrative support across the firm. In this role you will assist in maintaining efficient front-office operations, delivering exceptional customer service, and supporting the management of client information and documentation. The successful candidate will contribute to a positive client experience while assisting team members with a variety of administrative and operational tasks.

During tax season, this position plays a key role in coordinating the intake, organization, routing, and compilation of client tax documentation to support the timely preparation and filing of returns.

Client Service & Reception

- Welcome and assist clients, visitors, and vendors in a professional and courteous manner.
- Answer, screen, and direct incoming telephone calls and inquiries.
- Open and close the office each day in accordance with established procedures.
- Monitor incoming office emails and respond or redirect inquiries as appropriate.
- Process and distribute incoming and outgoing mail, courier packages, and correspondence.
- Assist with client onboarding, including obtaining CRA authorizations and guiding clients through required processes.
- Maintain a positive and professional front-office presence that reflects the firm's commitment to excellent client service.

Administrative Support

- Provide administrative support to various departments as required.




- Manage, organize, and maintain client records and documentation.
- Assist with the compilation of corporate year-end documentation and client deliverables.
- Scan, upload, file, and back up client and firm documents in accordance with established procedures.
- Prepare documents for client signature and distribute them electronically or by mail.
- Upload documentation and filings through CRA portals as required.
- Support the electronic filing of T1, T2, T3, T4, T5, and T5018 returns and information slips.
- Perform Sage backup restoration procedures as required.
- Complete miscellaneous administrative duties including bank deposits, petty cash reconciliation, office errands, supply purchasing, and other duties that support office operations.

Digital Records Management

- Digitize and organize historical client files and firm records.
- Maintain accurate indexing and descriptions of archived materials.
- Assist team members in locating and accessing archived records.
- Support document retrieval and records management initiatives as required.

Qualifications

- Demonstrated professionalism, discretion, and commitment to client service.
- Experience in a customer-facing role within a professional office environment.
- Willingness and availability to work overtime and occasional weekends during tax season.
- Excellent verbal and written communication skills.
- Strong organizational, time-management, and multitasking abilities.
- Ability to work effectively in a fast-paced, deadline-driven environment.




- High level of attention to detail and accuracy.
- Experience operating a multi-line telephone system.
- Ability to work independently and collaboratively within a team environment.
- General accounting knowledge and familiarity with bookkeeping principles.
- Proficiency with Microsoft Office applications.
- Familiarity with CaseWare, Sage 50, QuickBooks, and Profile is considered an asset.
- Ability to maintain strict confidentiality and protect sensitive client and business information.

Education & Experience

- Grade 12 diploma or equivalent combination of education and experience.
- Completion of an Administrative Assistant program is preferred.
- Basic accounting or bookkeeping education is preferred.
- Bookkeeping, accounting, or related certification is considered an asset.

If this opportunity sparks your interest, we encourage you to apply. Not sure if you check every box? That's okay. We believe great candidates sometimes surprise themselves, so let us be the judge! Please send your resume to [email protected] for consideration.

Discover a rewarding career with a firm that values growth, while enjoying the outstanding quality of life the Okanagan has to offer.

About Us:

Clark, Robinson CPA's has been assisting clients throughout the North Okanagan with their accounting and tax needs since 1978. Our varied clientele provides a broad range of experience, and our friendly team setting encourages professional and personal growth.

We appreciate all applications, but only those chosen for an interview will be contacted.

Pay: $21.00-$28.00 per hour

Expected hours: 25.0 – 40.0 per week

Benefits:

- Company events
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match

Work Location: In person

📌 Administrator / Receptionist (Vernon)
🏢 Clark, Robinson CPA's
📍 Vernon