Kowalski CPA Looking for Office Coordinator at Ottawa, ON Full Time

About us

We are professional, customer-centric, collaborative, and our goal is to Since 2017, Kowalski CPA has been a full-service accounting firm specializing in personal and corporate taxes and business accounting. We pride ourselves on providing an outstanding client service experience and a great workspace and environment for our team to work.

Our work environment includes:

• Modern office setting
• Work-from-home days
• Casual work attire
• Relaxed atmosphere

Our firm continues to grow and as a result we are looking for an Office Coordinator to help oversee the client communications and relations, manage internal administrative processes and support the team. This is a great opportunity for a process oriented individual with excellent communication skills and personal organization skills who is looking to further develop their skills and career. This position will allow for a combination of in-person and remote work from home and will have a significant growth opportunity within the firm as we continue to grow.

Administrative Support and Process Management (70%)

A key part of the role will involve assisting with the process management for our accounting team including supporting clients before, during and after the engagement. This will include the following tasks:

• Managing and sending reminders to clients with upcoming engagements such as corporate year-ends and filings, personal tax returns or other engagements.
• Processing client documents and files and setting up process workflows to signal that files are ready to be assigned.
• Following up with clients to obtain signed forms and book year-end review meetings with their contacts.
• Recommending and implementing process improvements in our workflows to ensure that we are efficient and timely with our client service
• Assisting with onboarding new clients through our processes including setting up corresponding workflows for tracking engagements and coordinating with clients to obtain the documentation we require from them
• Managing the general firm inbox including directing client inquiries to the appropriate staff members and handling new client inquiries
• Preparing seasonal communications for clients including processing reminders and updates on new accounting and tax developments that will affect their businesses
• Supporting our web presence including periodic updates to our firm LinkedIn and Instagram pages as well as coordinating with our Website manager for new posts and updates to our web page
• Other tasks/projects as assigned based on business needs

Executive Support (30%)

In this role, you will act as the Executive Assistant for our Director, which will include the following tasks:

• Assisting the Directorwith administrative tasks such as: Data management through our company used softwares, scheduling meetings, with clients drafting communiques as needed for external/internal stakeholders and other office duties
• Managing emails in the shared inbox and the Director’s inbox and flagging emails for follow-up accordingly
• Managing workflows and following up with clients on outstanding issues
• Onboarding new clients or team members (ex. Preparing welcome emails/information, answering questions, ongoing support, etc,.)
• Other tasks/projects as assigned based on business needs

Your Skills and Experience

The ideal candidate will have a minimum of 2 years of relevant experience and successful completion of a post-secondary diploma or certificate. Previous accounting or bookkeeping experience is an asset but not required for this position. The required skills for this position are as follows:

• Proficiency with the Microsoft Office suite including Word, Excel, Outlook and Teams, and the Google Workspace suite including Gmail and Calendars
• Strong communication skills including verbal and written to communicate well with our clients and our team
• Strong personal organization and initiative to thrive in the role with minimal supervision
• A willingness to learn and adopt new technologies including workflow processes and accounting software
• A positive attitude to represent our firm’s culture and values to clients

Perks:

• This role is hybrid: 3 days on site and 2 from home (our office is located in downtown, Ottawa)
• Paid time off: Statutory holidays, 15 vacation days, all fridays off during the month of July and August and an end of year holiday shut down (1-3 days)
• Year end holiday staff party
• Equipment/lap-top will be provided
• Office culture: relaxed but professional – we are a small team but mighty!

Additional Information:

• Ideal start date: mid-Jan to Feb 2023
• Interview process: A combination of technical and behavioral based questions (30-45 min)
• Pay range: $25-$30 per hour (depending on professional experience and qualifications)
• Please note that both professional references and a successful background check will be required
• This posting will close on January 3, 2023

Job Type: Full-time

Salary: $25.00-$30.00 per hour

Benefits:

• Casual dress
• Company events
• Flexible schedule
• Flextime
• Paid time off
• Work from home

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Ability to commute/relocate:

• Ottawa, ON K1Z 7T1: reliably commute or plan to relocate before starting work (required)

Experience:

• Office Coordinator: 2 years (required)

Language:

• English (required)

Work Location: Hybrid remote in Ottawa, ON K1Z 7T1