Position Summary
The Front Desk Administrator & Accounting Assistant will be responsible for managing front-office operations, handling client communications, scheduling appointments, performing bookkeeping duties, assisting with accounting tasks, and ensuring smooth office operations.
The ideal candidate must possess strong customer service skills, excellent communication abilities, attention to detail, and practical accounting and bookkeeping experience.
Key Responsibilities
Front Desk & Client Service
- Answer incoming phone calls professionally and direct inquiries appropriately.
- Welcome and assist clients visiting the office.
- Schedule and manage appointments for accountants and tax professionals.
- Respond to emails, phone calls, and client inquiries in a timely manner.
- Maintain client records and update information in internal systems.
- Follow up with clients regarding missing documents and outstanding requests.
- Handle incoming and outgoing correspondence.
- Manage office reception and maintain a professional client experience.
Bookkeeping Responsibilities
- Record and maintain financial transactions accurately.
- Perform bank and credit card reconciliations.
- Manage accounts payable and accounts receivable.
- Process invoices, receipts, and expense reports.
- Maintain organized bookkeeping records for multiple clients.
- Assist in preparing monthly and year-end financial reports.
- Support payroll processing and related recordkeeping.
- Ensure bookkeeping records are accurate and up to date.
Accounting Support
- Assist accountants with financial statement preparation.
- Support corporate and personal tax preparation processes.
- Prepare working papers and supporting schedules.
- Organize client documentation for tax and accounting engagements.
- Assist with CRA correspondence and client requests.
- Ensure compliance with company procedures and accounting standards.
Administrative Duties
- Maintain filing systems, both electronic and physical.
- Coordinate office supplies and administrative requirements.
- Assist management with special projects and reporting.
- Maintain confidentiality of client and company information.
- Support workflow management during tax season and peak periods.
Qualifications Required
- Minimum 3 years of experience in bookkeeping, accounting, or a similar role.
- Previous front desk, reception, or customer service experience.
- Strong understanding of bookkeeping principles and accounting practices.
- Excellent verbal and written English communication skills.
- Strong organizational and multitasking abilities.
- High level of professionalism and attention to detail.
- Ability to work independently and as part of a team.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Preferred
- Experience working in a CPA firm or public practice environment.
- Experience with QuickBooks Online, QuickBooks Desktop, Sage, CaseWare, or similar accounting software.
- Knowledge of Canadian bookkeeping, payroll, GST/HST, and taxation processes.
- Accounting, Business Administration, Bookkeeping, or related educational background.
- Familiarity with CRA procedures and client service environments.
Skills & Competencies
- Exceptional telephone etiquette
- Professional client communication
- Bookkeeping and accounting knowledge
- Strong problem-solving abilities
- Time management and prioritization
- Attention to detail and accuracy
- Confidentiality and professionalism
- Ability to manage multiple tasks under deadlines
This position is an excellent opportunity for individuals seeking a dynamic role that combines administrative support with customer service within a professional setting.
Work Location: In person
