Administrative Assistant, Reception

Durward Jones Barkwell & Company LLP; Hamilton; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading accounting firm in Hamilton is seeking a full-time Receptionist / Administrative Assistant. The role involves managing client interactions, handling office tasks, and supporting the team with efficient operations. Ideal candidates possess a Business Administration background, strong communication skills, and proficiency in office software. This position offers competitive compensation and a dynamic work environment.

Benefits

Competitive compensation and benefits package

Flexible work-life balance

Professional development support

Qualifications

• Successful completion of a Business or Office Administration program, or equivalent experience.
• Previous experience in a professional services firm is an asset.
• Demonstrates a high degree of confidentiality.

Responsibilities

• Portray a professional business image by addressing client needs.
• Answer incoming calls and relay messages.
• Prepare and perform bank deposits and open/distribute mail.

Skills

Professional communication

Proficient in Word, Excel, PowerPoint

Ability to multitask

Organizational skills

Education

Business or Office Administration program

Job description

Overview

Durward Jones Barkwell is one of the largest public accounting firms in the Niagara, Hamilton, and Halton regions, with offices spanning from Burlington to St. Catharines. The firm was founded in 1940 and features a dynamic group of professionals. "Big enough to know, small enough to care." At DJB, these are the words we live by. We value our clients, and taking care of their unique needs is what drives our business. As part of our team, you will realize that to us, nothing is trivial. We have the experience to handle any situation, from complex mergers and acquisitions to assisting new entrepreneurs through the many facets of starting a small business. We do all this while remaining personally involved with our clients and the communities where we work and live. As one of Hamilton-Niagara’s Top Employers for 2025 and one of Canada's Top Small & Medium Employers for 2025, we lead in offering our employees an exceptional place to work. We provide all our employees:

• Competitive compensation and benefits package
• Flexible work-life balance and summer hours
• Professional development, learning, and growth support
• A dynamic team of employees who desire to see everyone succeed

Position

Our Hamilton office has an immediate opening for a full-time Receptionist / Administrative Assistant. This position is in the office Monday through Friday, from 8:30 AM to 5:00 PM. A consistent 8:30 AM arrival is essential to support the team and ensure smooth daily operations. Reporting to Partners and Managers, you will be responsible for:

Responsibilities

• Portraying a professional business image by promptly and courteously satisfying the needs of our clients in person, through email and over the phone
• Answering incoming calls on a multi-line system, knowing the whereabouts of personnel and relaying messages to ensure clients receive prompt replies and a high quality of service
• Answering routine questions and general inquiries from clients and referring higher-level inquiries to the appropriate person
• Preparing and performing bank deposits, opening and distributing mail, arranging courier pick-ups and handling courier deliveries, and other general office tasks
• Maintaining office cleanliness and supplies, including the kitchen, boardrooms, and common areas
• Managing boardroom bookings and coordinating meeting needs
• Assembling personal tax returns and other tax filings, as well as preparing enclosure letters and other correspondence
• Assist with preparing accounts receivable adjustments, credit notes, and write-offs
• Assist with the maintenance of the client management system
• Perform electronic archiving of year-end files and other filing as required
• Assisting with overflow typing, collating, mail-outs, and other tasks as required
• Generate daily production reports and review hours and disbursements for accuracy (daily time)

Qualifications

• Successful completion of a Business or Office Administration program, or equivalent experience
• Previous experience in a professional services firm and a familiarity with accounting is an asset
• Proficient in Word, Excel, and PowerPoint, with an aptitude to learn standard firm software and other relevant applications and technical / office equipment
• Ability to differentiate when to take action independently or to escalate to appropriate personnel
• Ability to multitask and meet multiple and/or unexpected deadlines in a demanding environment
• Demonstrates a high degree of confidentiality within a fast-paced and deadline-driven environment

If you are a confident, dedicated, and hardworking professional who is motivated to achieve high standards of quality service and value to clients, we would love to hear from you! We appreciate all expressions of interest; however, only those selected for an interview will be contacted. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, DJB will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. Please inform Human Resources of the nature of any accommodation(s) that you may require.