Cross Border Administrative Assistant

NUMIS Chartered Professional Accountants; Edmonton; Hybrid; CAD 28,000 - 32,000; Part time

Job summary

NUMIS CPAs Inc is seeking a detail oriented Cross Border Administrative Assistant to support the Cross Border team and the Edmonton Office. The role is part-time with hybrid work in Edmonton, AB, with a remote start and potential extension to a full-time, in-person position in Edmonton South.

You will coordinate administrative workflows, maintain client files and projects, monitor items, and ensure the team has the information and documentation needed to move work forward.

Qualifications

• 1-2 years experience in customer service or client service.
• Strong attention to detail and organizational skills.
• A proactive approach with the confidence to take initiative and follow through on outstanding items.
• Ability to manage multiple priorities and quickly switch gears as deadlines and team needs change.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, OneDrive, Teams, SharePoint).
• Exposure to Canadian and/or U.S. tax or cross-border matters is an asset, but not required.

Responsibilities

• Set up new client jobs and projects, ensuring files, workflows, and project information are organized and kept up to date.
• Maintain client information across internal systems, including CCH iFirm, Karbon, and Caseware.
• Monitor project activity and take appropriate next steps to keep projects moving.
• Assist with transition of workflows from CCH iFirm to Karbon.
• Maintain confidentiality and security of client information and documentation.

Skills

Customer service

Organizational skills

Communication

Time management

Tools

Microsoft Office

Job description

Cross Border Part Time Edmonton, AB Hybrid $20 - $23 CAD per hour

This is a Remote Part Time Role to start with the opportunity to be extended to a Full Time fully In Person role located in Edmonton South.

NUMIS CPAs Inc is looking for a detail oriented and proactive Cross Border Administrative Assistant to support our Cross Border team and Edmonton Office. This role is ideal for someone who enjoys keeping things organized, staying on top of deadlines, communicating with clients, and helping a busy team keep work moving efficiently.

Reporting to the Cross Border Admin Manager, you will play an important role in coordinating administrative workflows, maintaining client files and projects, monitoring outstanding items, and ensuring the team has the information and documentation they need to move work forward. As priorities can shift quickly, we are looking for someone who is comfortable taking initiative, anticipating next steps, and working with a strong sense of urgency when deadlines approach.

What You'll Do

Project & Document Management

• Set up new client jobs and projects, ensuring files, workflows, and project information are organized and kept up to date.
• Save, organize, and maintain client information and documentation across internal systems, including CCH iFirm, Karbon, and Caseware.
• Maintain internal notes and comments within client files and take appropriate administrative next steps to ensure information and action items are properly documented and followed up on.
• Monitor project activity, incoming documents, completed signatures, and client communications, taking the appropriate next steps to keep projects moving.
• Support the team's transition of workflows and processes from CCH iFirm to Karbon.
• Maintain the confidentiality and security of client information and documentation in accordance with firm policies and professional standards.

Client & Team Communication

• Communicate with clients to request documents, follow up on outstanding information, and provide administrative updates.
• Assist in troubleshooting client issues to support timely resolution.
• Keep team members informed of outstanding items, client responses, upcoming deadlines, and other information requiring attention.
• Assist with communications and administrative follow-up with Canadian and U.S. tax authorities, as required.

Administrative & Workflow Support

• Support mailing and other administrative requirements for the Cross Border team.
• Help identify opportunities to improve administrative processes, workflows, organization, and overall team efficiency.
• Greet and assist clients and visitors at the front desk, ensuring a professional and welcoming experience.
• Assist with payment processing to ensure smooth and efficient transactions.
• Provide admin support to the Edmonton office with photocopying, filing, scanning, and more.
• Provide additional administrative and client service support as team priorities and deadlines arise.

What We're Looking For

• 1-2 years experience in customer service or client service experience.
• Strong attention to detail and organizational skills.
• A proactive approach with the confidence to take initiative and follow through on outstanding items.
• Ability to manage multiple priorities and quickly switch gears as deadlines and team needs change.
• Strong sense of urgency and ability to recognize time-sensitive tasks.
• Comfortable learning and working with different technology platforms and software.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, OneDrive, Teams, SharePoint)
• Professional and comfortable communicating directly with clients.
• Ability to stay motivated and work independently while keeping the broader team informed.
• Exposure to Canadian and/or U.S. tax or cross-border matters is an asset, but not required.