Job Description

Position Overview

The Receptionist & Administrative Support professional is the first point of contact for clients, prospects, and visitors, representing the firm's professional brand and high client-service standards. This role provides reception, administrative support, client coordination, document management, and general office assistance to ensure a welcoming, efficient, and organized environment throughout the firm.

The ideal candidate is friendly, detail-oriented, highly organized, and able to communicate professionally while supporting a busy accounting and advisory team. A working knowledge of Portuguese is an asset to support communication with clients when needed.

Key Responsibilities

Client Service & Reception

Welcome clients and visitors in a professional and courteous manner. Manage incoming calls, voicemail, and emails, direct messages appropriately. Assist clients with basic questions, appointment scheduling, and documentation requests. Confirm appointments and coordinate virtual meeting links when needed. Provide verbal support to Portuguese-speaking clients.

Administrative Support

Maintain accurate client information, records, and digital files in the firm's practice management software. Prepare, scan, name, upload, and file documents following confidentiality and CPA practice standards. Send year-end checklists, follow-up emails, and document requests to clients. Manage mail, courier deliveries, and daily client receipts, and assist with client collections follow-up. Help with payment processing as needed from clients. Support new client onboarding. Prepare basic client packages and assist with electronic signatures.

Workflow & Systems Support

Upload and organize documents in our workflow tools (e.g., Karbon, internal systems) Assist with setting up new client files and keeping information up to date Support the team with simple data entry, file updates, and task coordination Provide assistance to clients to setup own access with CRA as needed E-file all the corporate, personal takes and T-slips with CRA

Office Support

Maintain a professional and organized reception area, kitchen, and meeting rooms. Monitor and replenish office supply inventory. Assist with printing, binding, mailing, and preparing client-facing materials and meeting packets. Coordinate facility access, visitors, and maintenance requests if required.

Qualifications & Experience

High school diploma required; post-secondary education in administration or business preferred but not required. Minimum 1- 3-year experience in reception, administrative support, within a professional office environment. Strong professional communication skills (verbal and written). Strong communication and interpersonal skills; comfortable interacting with clients Highly organized with excellent attention to detail Fluency in English required (verbal and written); working knowledge of Portuguese. Proficiency with Microsoft Office (Word, Excel, Outlook) and ability to learn new software systems.

Core Competencies

Professional, polished, and client-focused demeanor Exceptional organization and time-management Ability to handle confidential and sensitive information Strong attention to detail and accuracy Proactive, positive, and solutions-oriented Strong teamwork, willingness to support multiple departments

Why Work With Us

Professional, supportive, and collaborative team culture Exposure to professional accounting, advisory, and client-service environments Growth and training opportunities within a growing firm A professional workplace where your role makes a meaningful impact
Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

Dental care Extended health care Life insurance
Work Location: In person