Administrative Finance Assistant

Job Description

Job Description

Responsibilities:

Serve as the primary point of contact, maintain a professional phone manner when communicating with client. Handling client inquiries via phone or email, recording details in a call log, determining their needs and promptly directing them to the appropriate person in the department or taking necessary action.

Schedule appointments and meetings for the team leader and associates when needed, ensuring relevant notes are captured and confidentiality is maintained. Ensure any client issues or consultant training concerns are brought to the attention of Director of Sales, Director of Finance or Financial services Team Leader as appropriate.

Attend all internal team meetings and events to align with company goals and participate in one-on-one monthly check-ins to review performance.

Organize and file proposals, contracts, and other important documents, ensuring they are properly categorized and easily accessible.

Provide training and assistance to new hires and existing staff as needed on current software, payment portals, and proposal platforms.

Review client accounts and conduct thorough research to provide accurate responses to inquiries.

Maintain accurate client records in NetSuite and the client portal, including firm name, owner's name, phone number, address, email, and up-to-date business details.

Retrieve merchant deposit reports daily. Process online payments via multiple portals and record transactions as receipts in NetSuite, including payment IDs and memos, ensuring deposit accuracy.

Generate and send invoices from NetSuite to clients to ensure accuracy and timely delivery. Send payment proposals via PandaDoc software for social digital, financial services and leasing services; process credit card authorization forms via Stripe or Integrity, and ensure all documentation is accurate and complete.

Follow up on unsigned proposals and other client documents to ensure all required paperwork is completed and returned promptly.

Compile and monitor overdue and failed transactions and report findings to the appropriate associate(s) or consultant(s) and their team leader, collaborating on timely resolution.

Maintain office procedures, ensuring that workstations are tidy, confidential information is secured, and files are clearly labelled and organized.

Skills/Requirements:

3–5 years of experience in client service and administrative support in addition to accounts receivable, billing, payment processing, or administrative support

Strong professional communication and customer service skills, both verbal and written

Excellent organizational and time-management skills, with the ability to prioritize multiple tasks and deadlines

Strong attention to detail and accuracy, particularly when handling financial transactions, invoices, and client records

Experience with accounts receivable, payment processing, invoicing, and following up on outstanding payments

Ability to research client accounts, investigate discrepancies, and resolve or escalate issues appropriately

Proficiency with Microsoft Office and business software platforms

Ability and willingness to learn and assist others with NetSuite, payment portals, PandaDoc, Stripe, and other software systems

Strong data entry and record-keeping skills, with the ability to maintain accurate and confidential client information

Ability to handle confidential and sensitive financial and client information with discretion

Strong problem-solving and decision-making skills

Ability to work independently and collaboratively within a team environment

Ability to schedule and coordinate meetings and appointments while maintaining accurate notes and follow-up

Strong follow-up skills and the ability to ensure outstanding documents, proposals, and payments are completed in a timely manner

Ability to train and support new and existing staff on software, payment systems, and internal procedures

Professional, dependable, and client-focused approach with a positive attitude

Ability to identify issues and escalate them to the appropriate team leader or department when necessary

Educational/Experience Requirements:

At least 1 year of college as well as post-secondary education in Finance, Office Administration, or a related field is preferred. Equivalent education and relevant work experience may be considered.

Language of Work:

English

We are Salon Consultants International Incorporated, operating as Summit Salon Business Center. Our firm specializes in management consulting and bookkeeping, helping businesses streamline operations and achieve financial clarity. We are located at 10 Thorne Avenue, Dartmouth, Nova Scotia, B3B 1Y5. We are seeking a qualified and experienced Administrative Finance Assistant (NOC13110). This is a 3-year, non-seasonal, position. Salary: $49,920/year ($32.00/hour) - 30 hours per week.

Company Description

We are Salon Consultants International Incorporated, operating as Summit Salon Business Center. Our firm specializes in management consulting and bookkeeping, helping businesses streamline operations and achieve financial clarity. We are located at 10 Thorne Avenue, Dartmouth, Nova Scotia, B3B 1Y5. We are seeking a qualified and experienced Administrative Finance Assistant (NOC13110). This is a 3-year, non-seasonal, position. Salary: $49,920/year ($32.00/hour) - 30 hours per week.