About Us

We are a growing bookkeeping and financial management practice supporting owner-managed businesses. Our services include bookkeeping, payroll, GST/HST compliance, financial reporting, controller support and financial advisory services.

The Opportunity

We are looking for a highly organized, dependable and proactive Client Services & Operations Coordinator to keep work moving between clients and our accounting team. You will take ownership of document requests, client follow-ups, scheduling, recurring deadlines, workflow tracking and monthly billing preparation. This is primarily an administrative and client-service role, not a bookkeeping position.

You will also support the responsible use of AI and automation in our administrative workflows.

What You’ll Do

· Request monthly bank statements, credit-card statements, payroll reports and other documents from clients; follow up until required information is received.

· Organize incoming client documents online using consistent file naming and folder procedures.

· Maintain a master workflow tracker with client assignments, deadlines, outstanding information and task status.

· Monitor bookkeeping, payroll, GST/HST, year-end and reporting schedules; flag approaching deadlines and overdue work.

· Coordinate client appointments, internal meetings and calendar reminders.

· Collect staff time and billing information, identify unbilled work and prepare monthly draft invoices for principal approval; issue approved invoices and manage receivables.

· Monitor designated administrative email accounts, answer routine inquiries and route accounting questions to the appropriate team member.

· Assist with new-client onboarding, engagement documentation,



client records and administrative setup.

· Follow up on internal action items and provide a concise weekly update identifying issues that require the principal’s attention.

· Help standardize email templates, document requests and simple Google Workspace processes to reduce repetitive administration.

What We’re Looking For

· Strong organization, attention to detail and the ability to manage multiple recurring deadlines.

· A self-starter who takes ownership of tasks and follows them through to completion without constant supervision.

· Excellent written and spoken English communication skills are essential. Must communicate clearly, confidently and professionally with clients by telephone and email, understand detailed instructions, and independently prepare accurate business correspondence.

· Positive judgment, discretion and respect for confidential financial information.

· Comfort with Google Workspace (Gmail, Drive, Sheets and Calendar) and Microsoft Excel.

· Experience in an accounting, bookkeeping or other professional-services office is an asset; QuickBooks familiarity is helpful but not required.

· An interest in improving processes and learning new technology or automation tools.

Technology, AI & Process Improvement





We use Google Workspace and are introducing approved AI and automation tools to improve administrative efficiency and client service. The coordinator will help adopt these tools while ensuring accuracy and confidentiality.

· Use approved AI tools to assist with drafting routine emails, document requests, checklists and administrative templates; review all outputs before use.

· Help identify repetitive tasks that could be simplified with Google Workspace, standardized procedures or basic automation.

· Use good judgment with confidential client information; never enter sensitive client data into unapproved AI services.

Experience with AI tools such as ChatGPT or Gemini is an asset; confidence with technology and a willingness to learn are essential.

What Success Looks Like

Client documents are requested before the accounting team needs them; missing items are followed up consistently; staff can see which files are ready; appointments and deadlines are organized; monthly invoices are prepared on time; and routine administrative issues are resolved without requiring the principal to manage every step.

Schedule & Opportunity

Approximately 20–25 hours per week, ideally spread across the business week. The position has potential for increased hours and responsibility as the practice grows.

How to Apply

Please submit your résumé and a short note, written in English, describing your experience coordinating clients, managing deadlines or supporting a busy professional-services office.

Pay: From $25.00 per hour

Expected hours: 20.0 – 25.0 per week

Education

- DCS / DEC (preferred)

Language:
- English (preferred)

Work Location: In person

📌 Client Services & Operations Coordinator (North York)
🏢 Minthorn u0026 Associates
📍 North York