Administrative Assistant
Job description
MacleanCPA is an owner-managed accounting practice located in West Ottawa and is currently seeking an administrative assistant. This is a part-time, “in-office” position requiring between 16 and 20 hours per week depending on office workload and your abilities.
About You
You are highly organized and have a warm, professional customer service manner. You like working in a mutually supportive and positive environment.
You possess impeccable written and spoken English skills to write emails and communicate clearly with the owner, clients, associates, and the public. Solid computer skills are a must as well as the ability to learn new web-based and desktop software applications.
You demonstrate exceptional attention to detail and understand the requirements for accuracy and confidentiality in a regulated industry.
You are proactive, independent, and possess natural energy and drive to get things done.
You have experience with general office accounting software.
Your experience would include 3 to 5 years in an administrative assistant or client service role in a regulated industry and a growth-oriented environment. You must be presently eligible to work in Canada.
About the Role
Overview:
- Provide support and assistance to the accountant for administrative functions
- Build client rapport, deliver an exceptional client experience for current and potential clients
- Help to create an efficient and smooth office operation
Duties:
Client Service
- Provide fast, friendly, and helpful client administrative services
- Respond quickly and accurately to client requests for information and documents
- Book and monitor scheduling of client meetings and calls as well as follow-ups.
- Greet and welcome visitors to the office and provide an excellent client experience
- Answer and screen calls, respond where appropriate, take messages, forward calls to the appropriate person
- Follow through on requests from customers and the public, including retrieving, preparing and sending information and materials
Administrative support
- Assist with the office workflow (preparation for client meetings, events, tasks, follow-up, etc.)
- Prepare and send email and correspondence, statements, invoices, forms, and other documents
- Perform office tasks such as filing, CRM updates, invoicing and payments, generating routine reports, retrieving client information and data, and preparation for client meetings
Documents and records:
- Gather, prepare, and process client information and perform associated data entry
- Maintain and update manual or computerized filing, mailing, and database systems.
- Photocopy, print, scan and/or collate documents for distribution, mailing and filing
Job Type: Part-time, 16 to 20 hours per week
Salary: $18.00-$22.00 per hour
If you would like to be considered for this position, please email your cover letter and resume to careers@macleancpa.com