Administrative Assistant/Receptionist

Administration – Hamilton, Ontario
Department Administration
Employment Type Full-Time
Minimum Experience Experienced

Job Title:          Administrative Assistant/Receptionist

Location:          Hamilton, Ontario

 Position Summary:

Reporting to the Partner in Hamilton, the Administrative Assistant/ Receptionist is responsible for providing administrative support and managing client contact in our Hamilton office. As the first point of contact when entering the office or calling in by phone the Administrative Assistant/Receptionist will be an integral part of client management and client interactions on a daily basis. This role will also assist with preparing reports, client invoicing and expenses. Experience as an administrative assistant in an accounting or professional services firm is required.


Major Responsibilities

·  Assist with a variety administrative tasks which may include preparing and formatting correspondence, reports, and presentations, filing, scheduling meetings and conference calls

·   Assist with client invoicing and process invoices through the billing system

·   Manage work in process, proofread and edit documents for grammar, spelling, punctuation, and format

·   Coordinate corporate assemblies and assist with personal tax assembly during tax season

·   Type, photocopy, and distribute sensitive material

·   Provide general office support as needed

·   Answer all incoming calls through the main switchboard

·   Greet clients and visitors in a friendly and professional manner, takes coats and offer/provide refreshments

·   Coordinate courier packages, including tracking items and handling price enquiries

·   Book rooms for team members when requested

·   Enter new clients/contacts and update existing data on system as required

·   Enter billable expenses and review various invoices

·   Order lunches or refreshments for client and team member meetings

·   Scan all incoming mail that has been identified as client related

·   Restock the refrigerator, brew coffee and keep the kitchen area clean

·   Ensure the reception area, and meeting rooms are kept tidy

·   Load and turn on dishwasher prior to leaving the office at the end of the day, unload the dishwasher in the morning

·   Assist with organizing staff events

·   Other ad hoc administrative tasks as required

 

 

Qualifications/Experience:

·   A minimum of 5-7 years’ experience as an administrative assistant in an accounting or professional services firm

·   Strong Microsoft Office skills (Outlook, Excel and Word)

·   Experience using Caseware/Caseview is an asset

·   College diploma or university degree

·   Effective communication (verbal and written) in English

·   Applicants must possess the ability to take initiative and work independently

·   Excellent organizational skills and with a high level of attention to detail

·   Positive outlook with an enthusiastic manner

·   Self-starter with strong attention to detail and flexibility to handle diverse tasks

·   Solid understanding of business professionalism and the ability to work in a team environment

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  • Location
    Hamilton, Ontario
  • Department
    Administration
  • Employment Type
    Full-Time
  • Minimum Experience
    Experienced
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