Administrative Assistant [Receptionist]

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

Job summary

DoaneGrant Thornton in Nanaimo seeks an Administrative Assistant [Receptionist] to greet guests, manage front-desk duties and support the office with general admin tasks. You’ll handle phone calls, assist with tax form preparation, billing support, and document production using firm templates.

Strong MS Office skills and 2+ years of administrative or upscale customer service experience are required. This onsite role offers exposure to professional services in a collaborative environment and

Qualifications

• 2+ years of administrative or upscale customer service experience.
• Strong MS Office skills.
• Excellent data entry and high attention to detail.
• Excellent written and verbal communication skills.
• Excellent organizational and time management skills – must be comfortable handling multiple priorities.
• Exceptional client service mindset.
• Computer savvy – ability to learn and troubleshoot various computer programs.
• Knowledge of Taxprep, CaseWare and or Keystone and past experience in financial statement preparation an asset.
• Ability to work effectively under pressure.

Responsibilities

• Greeting and welcoming each guest in a friendly and inviting manner
• Answering the software-based telephone in a professional manner, and transferring the caller to the appropriate business unit or colleague
• Assemble T1 personal tax returns as well as other Canada Revenue forms including T4s and T5s
• Preparation of letters and reports using firm templates in compliance with Firm standards
• Proof-read, review for quality and verify content before finalizing any client deliverables
• E-filing as required
• Providing billing support using various DoaneGrant Thornton systems
• Using Microsoft D365 application software to set up new clients
• General administrative duties including, but not limited to: filing, photocopying, scanning and faxing
• Collecting, coding, and processing payables for the business unit
• Maintaining proper office appearance and cleanliness
• Maintenance tickets to the landlord
• Ordering office supplies
• Managing mail and courier requirements for delivery and pickup
• Light cleaning of shared spaces such as kitchen, lunchroom, boardroom, and counters
• Managing boardroom bookings and catering requirements including set-up, and clean-up for meetings and office events
• Providing assistance with the preparation of meeting materials (i.e. presentations, handouts, etc.)
• Participate in training and stay current with DoaneGT software
• Provide billing support using various DoaneGrant Thornton systems

Skills

MS Office

Customer service

Data entry

Communication

Organization

Tools

Taxprep

CaseWare

Keystone

Job description

Who we are

You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like DoaneGrant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a community. We employ over 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That’s what’s most important to us. We’re building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.

As an Administrative Assistant [Receptionist] your responsibilities will include:

• Ensuring Reception is opened/closed during regular business hours
• Greeting and welcoming each guest in a friendly and inviting manner
• Answering the software-based telephone in a professional manner, and transferring the caller to the appropriate business unit or colleague
• Assemble T1 personal tax returns as well as other Canada Revenue forms including T4s and T5s
• Preparation of letters and reports using firm templates in compliance with Firm standards
• Proof-read, review for quality and verify content before finalizing any client deliverables
• E-filing as required
• Receiving and securing cheques, debit/credit card payments
• Managing boardroom bookings and catering requirements including set-up, and clean-up for meetings and office events
• Providing assistance with the preparation of meeting materials (i.e. presentations, handouts, etc.)
• Participate in training and stay current with DoaneGT software
• Provide billing support using various DoaneGrant Thornton systems
• Using Microsoft D365 application software to set up new clients as well as track, maintain and report on client relationships
• General administrative duties including, but not limited to: filing, photocopying, scanning and faxing
• Collecting, coding, and processing payables for the business unit
• Managing mail and courier requirements for delivery and pickup
• Light cleaning of shared spaces such as kitchen, lunchroom, boardroom, and counters
• Maintaining proper office appearance and cleanliness
• Maintenance tickets to the landlord
• Ordering office supplies

DoaneGrant Thornton

If you’re a bit like us, you’re driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts “we before me”, where flexAbility is a mindset, and where you trust your colleagues to have your back. At DoaneGrant Thornton, you’ll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that’s when the magic happens!

Want to learn more about who we are and how we live our purple every day? Read our colleagues’ stories at www.discoveryourpurple.ca

Think you’ve got what it takes to be an Administrative Assistant [Receptionist]? Like the colour purple? Great. Here’s a few more boxes we’re also hoping you can tick:

• Strong MS Suite Skills
• 2+ years of administrative or upscale customer service experience
• Excellent data entry skills and high attention to detail with an aptitude for proofreading and suggesting alternatives
• Excellent written and verbal communication skills
• Excellent organizational and time management skills – must be comfortable handling multiple priorities
• Exceptional client service mindset
• Computer savvy – ability to learn and troubleshoot various computer programs
• Knowledge of Taxprep, CaseWare and or Keystone and past experience in financial statement preparation an asset
• Ability to work effectively under pressure
• Takes initiative, takes direction and works well independently

At DoaneGrant Thornton we’re focused on making a difference in the lives of our clients, our colleagues and our communities. That’s our purpose. Or, as we like to say, living our purple.

At Doane Grant Thornton, we believe compensation should reflect more than just market data—it should reflect you. We’re serious about compensation. We benchmark regularly across a wide spectrum of roles, industries, sectors, and levels to ensure our ranges are both competitive and current. But we don’t stop there. We also consider the unique strengths, experiences, and impact each individual brings to the table. Our salary ranges are reviewed annually, and where you land within the range depends on a mix of factors—your background, your skills, and how your contributions align with internal equity. To help start the conversation, the current salary range for this role is $45,000–$55,000 in Nanaimo. If the role is available in other locations, the range may differ to reflect local market factors.

This role is required to be onsite, in-office 5 days each week.

Are you ready to Discover Your Purple?