Administrative Assistant

Doane Grant Thornton LLP; Victoria; On-site; CAD 45,000 - 55,000; Full time

Job summary

A growing professional services firm in Victoria is seeking an Administrative Assistant to support the External Client Services team. Responsibilities include data management, client communication, and general administrative duties. The ideal candidate will have at least 1 year of experience in a busy environment, excellent communication skills, and attention to detail. This role requires in-office presence 5 days per week and offers a salary range of $45,000-$55,000.

Benefits

Profit sharing

Flex days

Wellness benefits

Qualifications

• Minimum 1 year of service experience in a busy professional environment.
• Excellent ability to learn new software and technology systems quickly.
• Ability to work effectively on multiple engagements at the same time.

Responsibilities

• Support the External Client Services team to produce high quality deliverables.
• Enter and maintain client data using Microsoft Dynamics 365 software.
• Prepare invoices and follow up on accounts receivable.

Skills

Attention to detail

Client service mindset

Communication skills

Tools

Microsoft Dynamics 365

CRM software

Job description

Who We Are

We are a large and growing professional services firm that still feels like a community. We employ about 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live.

As an Administrative Assistant your responsibilities will include:

• Working independently and within a team environment to support the External Client Services team within the Business Unit, Office and/or Service Line to produce high quality client deliverables
• Format and assemble electronic and/or paper financial statements (or other client deliverables) in compliance with Firm standards, ensuring a high level of attention to detail, proof-reading, and ensuring timely delivery
• Entering and maintaining client data using Microsoft Dynamics 365 software (D365), creating jobs in D365, rolling forward of jobs/files, and archiving as appropriate for the engagement
• E-filing tax returns to CRA to meet filing deadlines
• Communicating with clients when needed, to facilitate the signing of their tax return
• Participate in training to stay current with changes in software and processes
• Data entry and maintenance of paper and electronic files, in accordance with the Firm’s document retention and destruction policies and procedures
• Preparing and editing correspondence, reports, proposals, and other documents
• Prepare invoices using Grant Thornton’s systems and in accordance with the terms of the engagement, including sending invoices to clients, as well as following up on AR when appropriate
• Scanning documents and embedding in electronic file, sending, and receiving documents electronically to clients through various secure file transfer platforms, ensuring confidentiality of sensitive information
• Coordinating external/internal appointments and meetings
• Supporting the Firm’s professional image and culture by demonstrating professional behaviour and building positive professional relationships
• This role will involve being a backup person to cover reception responsibilities, in addition to the regular administrative responsibilities
• General administrative duties including, but not limited to answering calls, filing, photocopying, scanning, welcoming clients/colleagues at front desk and organizing couriers
• Other duties as required

Requirements:

• Minimum 1 year of service experience in a busy professional environment
• Excellent ability to learn new software and technology systems quickly
• Ability to work effectively on multiple engagements at the same time
• Strong attention to detail and consistent production of high-quality, technical work
• Ability to work effectively within tight timelines in a deadline-driven environment
• Availability to work overtime as required
• Exceptional client service mindset
• Excellent verbal and written communication skills
• Solid business acumen with strong interpersonal skills and demonstrated ability to build positive professional relationships
• Knowledge of accounting industry an asset
• Experience with CRM tool considered an asset

What's in it for you?

Profit sharing, Flex days, RRSP contributions, Firmwide holiday closure, Wellness benefits, Concierge-like benefits, Work from anywhere in Canada in the summer for 4 weeks, and more!

This role is required to be in-office 5 days per week.

The current base salary for this role ranges from $45,000-$55,000 in Victoria, BC.

Doane Grant Thornton is committed to employment equity, human rights and respectful workplace principles throughout the life cycle of employment, including at the recruitment and hiring stages. We welcome applications from members of all equity deserving groups, including persons with disabilities, women, racialized and/or Indigenous applicants. Should you require accommodation in relation to the recruitment process, please notify us by emailing and we will work with you to meet your accommodation needs.