Administrative Support

Job Description

Job Description

We are currently seeking an experienced administrative assistant to join our team.

As the primary point of contact for our clients, suppliers and other visitors, you will deliver exceptional customer service and provide administrative support. This role requires strong communication skills, proficiency in Microsoft Office 365, and the ability to manage multiple tasks efficiently.

Reception

• Receive telephone, email, and in-person inquiries, take messages and/or refer inquiries as appropriate.
• Daily post office run, courier services, and other correspondence.
• Deliver forms, documents, payments to government offices, lawyers as required.
• Organize, maintain, and coordinate office/client records and documents.
• Monitor office stationery, kitchen, and housekeeping supplies and order as necessary.
• Take the lead in keeping the office reception area, meeting rooms, and kitchen tidy, as well as water plants.
• Register employees for courses, maintain professional development records for designated staff.
• Assist in ensuring the appropriate evacuation procedures are carried out in the event of an emergency.
• Monitor supplies and coordinate purchase of promotional material.
• Miscellaneous copying, scanning, archiving documents.

Administrative support

• Draft, proof, and assemble letters, proposals, forms, and other documents as required.
• Assemble client packages in draft and final, electronic or hardcopy.
• Send out client packages, electronic or hardcopy, on behalf of Partner.
• Scan client documents.
• Follow up on documents to be returned by clients.
• File forms and correspondence with CRA, electronic or hardcopy.
• Download files from client portal.
• Maintain client management database.
• Maintain various tracking spreadsheets.
• Provide back-up and cover for other administrative employees as required.
• Report directly to Office Manager and provide miscellaneous support to Office Manager and Partners.
• Other duties as required.

Requirements

• Completion of a Business or Office Administration program is preferable.
• Minimum of two years experience working in an administrative role.
• Knowledge of general office procedures.
• Previous experience in an accounting firm is an advantage.
• Ability to work independently and as part of a team.
• Ability to multi-task and meet multiple and/or unexpected deadlines.
• Ability to write simple correspondence, including memos, letters, etc.
• Highly organized, professional, confident and detail oriented.
• Excellent verbal and written communication skills.
• Flexibility to meet changing work needs and demands.
• Effective attention to detail and a high degree of accuracy.
• Experience in Word, Excel, Outlook.
• Sound organizational, planning, prioritization, and execution skills.

Hours of work are Monday to Friday, 8:30 a.m. to 5:00 p.m. Additional hours are required during March and April, including Saturdays. Further additional hours may be required throughout the year to meet client deadlines.

Additional Benefits

• Travel to work reimbursement of up to $600 per calendar year
• Health and fitness reimbursement of up to $600 per calendar year

Jones & O'Connell LLP Chartered Professional Accountants is a growing firm located in downtown St. Catharines, offering a wide range of financial services to clients in the Niagara Region and GTA.

Company Description

Jones & O'Connell LLP Chartered Professional Accountants is a growing firm located in downtown St. Catharines, offering a wide range of financial services to clients in the Niagara Region and GTA.