Administrative Assistant

Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential support to our office operations, ensuring efficient workflow and excellent customer service.

Responsibilities and Duties:

Assist Partners and team members in all administrative matters, including communication with clients
Prepare various reports from Caseware Time as requested by the Partner
Arrange and plan meetings when required
Draft, post, finalize and email invoices to clients
Respond to enquiries from clients regarding invoices, payments and accounts
Create and maintain templates for invoicing, etc.
Post cash receipts, reconcile payments and post credits as required
Set up new claims on Caseware Time and Caseware Working Papers
Send out conflict of interest checks for new claims to team
Coordinate and prepare monthly, quarterly and yearly reports for various clients as specified in Service Contracts
Liaise with clients in setting up various online systems and software for invoicing and document management
Review and maintain client contracts, initiate procedures required to follow contract demands and hourly rates, etc.
Create and maintain templates in Caseware Working Papers for different kinds of claims
Create and maintain document templates within the Caseware Working Papers Library
Issue periodic reminders to team members for invoicing and accounts receivable follow up
Issue monthly Accounts Receivable statements to clients
Register clients on the Online Claims Calculator
Maintain office systems and procedures, file management as requested by Partner
Maintain the client list
Answer phone, check and respond to general office emails in a timely manner
Open and distribute incoming mail
Other duties as required by partner
Education and Professional Skills/Knowledge:

Minimum 1-3 years experience in a professional administrative capacity, preferably in an accounting firm
Experience with CaseWare and programs, preferred
Ability to exercise good judgement, show initiative and be proactive
High standards of ethic and confidentiality to handle sensitive information
Advanced knowledge of MS Office and Excel
Sound knowledge and understanding of bookkeeping functions
High attention to details in all areas of work
Excellent problem-solving skills and an ability to work in a team environment
Exceptional organizational, time management and prioritizing skills
Proven ability to effectively prioritize workflow
Excellent interpersonal, written and oral communication skills
We are an equal opportunity employer and welcomes applications from all interested parties. We are pleased to accommodate individual needs of job applicants throughout the recruitment and selection process in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act, 2005 (AODA). Accommodations are available on request for candidates taking part in all aspects of the selection process.

Job Types: Full-time, Permanent

Benefits:

Dental care
Extended health care
Life insurance
Paid time off
Vision care
Schedule:

Monday to Friday
Application question(s):

What is your salary expectation?
Experience:

Administrative Assistant: 1 year (preferred)
Work Location: Hybrid remote in Toronto, ON M5J 1T1