Administrative Assistant - Bookkeeping Support

Talbot-; Vaughan; On-site; CAD 25,000 - 39,000; Full time

Benefits offered by this job

Hourly pay during busy seasons

Group benefits plan (life/AD&D/long‑&-

Professional development

Flexible hours during peak seasons

Job summary

Talbot & Associates in Vaughan, Ontario seeks a motivated administrative professional to join our bilingual team. The role supports day-to-day office operations and bookkeeping, with hours expanding during tax season and reducing outside tax season.

You'll coordinate calendars, handle communications, assist with billing and accounts receivable, and maintain accurate records across departments. We value teamwork, flexibility, and a proactive, detail-driven mindset.

Qualifications

• Experience in administrative or office support roles.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Basic understanding of accounting principles.

Responsibilities

• Provide comprehensive administrative support to all departmental team members.
• Prepare, review, and format documents, reports, and correspondence for management.
• Screen inbound calls, emails, and client inquiries.
• Support billing, invoicing, and accounts receivable processes.
• Review and distribute mail; manage calendars for partners and management.
• Monitor and maintain office supply inventory; place orders as needed.
• Perform other relevant duties as assigned.
• Assist with routine bookkeeping for small business clients across various industries.

Skills

Administrative skills

Communication

Organizational skills

Attention to detail

Bilingual (French/English)

Education

Accounting basics training

Tools

Microsoft Office

QuickBooks Online

Job description

ABOUT US

At Talbot & Associates (T&A), we’re not your typical accounting firm. Founded in Manitoba in 1991 and expanding our services into Ontario in 2024, we’ve been supporting clients with trusted expertise for over 30 years. We are a bilingual (French/English) team of more than 90+ team members who value collaboration, knowledge-sharing, and a strong sense of community. We believe work should be both meaningful and rewarding, and we take pride in helping our team members live their dreams, whether that’s advancing in their career, developing new skills, or simply enjoying life outside of work.

We’re excited to welcome a motivated and experienced administrative professional to our team, supporting both day-to-day office operations and bookkeeping tasks as needed. This position will be full-time during tax season, with hours reduced outside of tax season based on business needs. In this role, you’ll be the heartbeat that keeps our operations running smoothly. From managing the little details that keep the office humming, to supporting multiple departments and ensuring our communications land just right, you’ll be the go-to for making sure things flow with ease.

We’re looking for someone highly organized, adaptable, and able to juggle priorities like a pro. Strong communication skills, a cheerful attitude, and a love of teamwork are must-haves. When things get especially busy, we work together to keep everything moving. That means we’ll need your flexibility during peak seasons, particularly in March and April, when extra hours may be required.

WHAT WE OFFER

We believe great work deserves great rewards. Here’s what you can look forward to:

• Hourly pay for every hour worked, including during busy seasons, with the option tobe paid out for extra hours or bank them for future use.
• Reimbursement for personal medical expenses, with the opportunity to investunused amounts in a deferred profit-sharing plan account.
• Participation in a group benefits plan, including life insurance, dependent lifeinsurance, accidental death and dismemberment insurance, and long-term disability insurance.
• Investment opportunities, including a group retirement savings plan and a group taxfree savings account with payroll deduction options.
• The opportunity to make an impact on our business performance and to be a key part of an ambitious team in an industry-leading business.
• Ongoing development and training.
• Flexibility to accommodate special work hour arrangements.
• A work culture that treats each other and all our clients like family, looking out foreach other in all aspects of life, building each other up to succeed and excel, and having fun with each other at the office and at many activities and events outside the office.

WHO YOU ARE

You’re a warm, organized, and detail-driven professional who takes pride in helping others succeed. You bring energy, focus, and a can-do attitude to everything you do.

• A natural communicator, clear, professional, and friendly, in both writing and speech.
• Highly organized with the ability to manage priorities and meet tight deadlines.
• Meticulous with details and proactive in problem-solving.A collaborative team player who builds positive relationships with colleagues and clients alike.
• Discreet, trustworthy, and respectful when handling confidential information.

WHAT YOU’LL BRING

• Previous administrative or office support experience, ideally in a professional services setting.
• Strong knowledge of office procedures and best practices to keep things running smoothly.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ease with learning new systems.
• Excellent judgment, reasoning, and decision-making skills. You know how to anticipate needs before they arise.
  
• A basic understanding of accounting principles, which could be demonstratedthrough experience or education.
• Strong computer skills, with experience using QuickBooks Online.
• The ability to learn quickly and accept feedback.
• Bilingualism (French/English), which is considered an asset but not required.

WHAT YOU’LL DO

Administrative Support:

• Provide comprehensive administrative support to all departmental team members.
• Prepare, review, and format documents, reports, and correspondence for the management team.
• Professionally receive and screen inbound calls, emails, and client inquiries.
• Support billing, invoicing, and accounts receivable processes.
• Review, process, and distribute incoming and outgoing mail.
• Manage daily calendars and appointments for partners, management, and other team members.
• Monitor and maintain office supply inventory; place orders as needed.
• Perform other relevant duties as assigned.

Bookkeeping Support:

• Assist with routine bookkeeping for small business clients across a variety of industries, including transaction processing, account reconciliations, and maintaining accurate financial records.
• Support billing, invoicing, accounts receivable, and the preparation of sales tax returns, including related reconciliations and reasonableness checks.

At T&A, we believe in rolling up our sleeves together, sharing laughs between deadlines, and celebrating each other’s wins (big and small). We’re looking for someone who isn’t just skilled on paper but who feels right at home with us, a teammate who values connection, collaboration, and community. If you’re the kind of person who thrives in a supportive environment, loves being part of a team that truly cares, and can bring both professionalism and personality to the table, then we would love to hear from you!