Job Description

Administrative Assistant

Position Summary

Bateman MacKay LLP is seeking a full-time

Administrative Assistant

to join our

Mississauga, Ontario

office.

The ideal candidate is responsible for providing administrative support to the Mississauga office and handling administrative duties related to the Partners' client base. In this key position, you will work closely with the administration team to ensure all bank/government deadlines are met, all managers are supported, and to provide exemplary client service.

This position has a growth plan into a Client Service Coordinator within 12 to 15 months, where the candidate would provide direct support to the Chief Growth Officer (Partner) and his client base. The right candidate will have a growth mindset, be open to feedback, and eager to learn and take on more responsibilities.

Experience in accounting/tax industry is an asset, but not mandatory. Full training will be provided.

Please note, this position is hybrid (3 days/week in office) after the 3-month probationary period is complete. The first 3-month probationary period is expected to be in office 5 days per week to allow for adequate training and oversight during this period.

About Us

Bateman MacKay LLP is a full-service mid-market Chartered Public Accounting firm, with offices in Burlington and Mississauga, Ontario. We offer our clients a wide range of personalized and proactive services in assurance, accounting, tax, mergers and acquisitions, and business advisory and consulting services. Our focus is on high-quality work, relationship building, and the use of secure and forward-thinking technologies.

In 2021, Bateman MacKay was recognized by Great Place to Work as 17th on the list of Best WorkplacesTM in Canada with less than 50 employees, and as one of the Best WorkplacesTM in Canada for Women. In 2020, the Firm received recognition as one of the Best WorkplacesTM in Canada in Professional Services.

At Bateman Mackay LLP, you will have the opportunity to work with an outstanding Team of professionals, and a broad mix of clients from a variety of industries. Our workplace culture is positive, friendly and team spirited. We work hard but also take time to play.

Bateman MacKay team members enjoy:

Fridays off during July and August in lieu of tax season hours Professional development and mentoring from senior staff and Partners Paid health, dental and vision premiums Work from home flexibility after 3-month probationary period Referral Incentive Program for referring new clients and new team members to the Firm Opportunity to join in-house committees: Charity - Technical - Social - Environmental Social events throughout the year Healthy workplace with ergonomic workstations, unlimited coffee, tea and healthy snacks Free parking And more!

Education

College/University preferred

Experience

3+ years minimum experience in an administrative role

Compensation

Commensurate with experience

Core Responsibilities:

All core administrative duties are specific to the Partners' and their clients

NTR & Assurance administration (drafts, collation, tracking, follow-ups and archiving)

Workflow + Finalization of other tax filings (T1, T3, T4, T5, etc.)

Database updates / data entry

Set up new clients (server, database, collect information, professional courtesy letters)

Invoicing and Accounts Receivables

Respond to and handle miscellaneous Partner, client requests and queries

New client engagement letters and yearend reminder emails

Maintain Firm file structures in Sharepoint including scanning and archiving

Overflow from Admin Coordinators, as required to meet bank/tax deadlines

Proactive communication with the direct Manager

Other tasks as assigned

Coordinator Specific Responsibilities:

Reception coverage:

o Greeting clients and vendors

o Switchboard when caller presses '0',

o Receive and distribute mail, courier packages and faxes

o Manage inter-office mail

o Maintain boardroom for client meetings with Partners and/ or Managers

o Keep main areas organized (copy room, boardroom, reception, kitchen)

o Ordering supplies as needed

o Monthly Team Meeting Agenda

Other Skills Required:

Proven ability to manage multiple tasks efficiently while maintaining quality and focus

Ability to meet tight deadlines/comfortable working in a fast-paced environment

Exceptional time management skills with a strong ability to prioritize tasks effectively to meet deadlines

Intermediate (or higher) level of proficiency in Microsoft office

Comfortable with, and quick to learn new computer software

Highly detail-oriented with a strong focus on accuracy, confidentiality and clear communication

Strong critical thinking and problem-solving skills with a focus on practical, results-driven solutions

Other Considerations

Criminal Record and Judicial Matters Check is a requirement of this position

Credit Check is a requirement of this position

Valid Driver's License and vehicle required

Must be legally qualified to work in Canada

Job Type: Full-time

Pay: $17.20-$30.00 per hour

Benefits:

Disability insurance Discounted or free food Employee assistance program Paid time off RRSP match Tuition reimbursement Work from home
Schedule:

Monday to Friday
Experience:

Administrative: 3 years (required) accounting: 2 years (preferred)
Work Location: Hybrid remote in Mississauga, ON L4Z 1V9