Administrative Coordinator Burlington

Position Summary 

Bateman MacKay LLP is seeking a full-time Administrative Coordinator to join our Burlington, Ontario office. 

The ideal candidate is responsible for providing administrative support to the Managers and handling all administrative duties related to the Managers’ client base. In this key position, you will work closely with the administration team to ensure all bank/government deadlines are met, all managers are supported, and to provide exemplary client service. 

Experience in accounting/tax industry is an asset, but not mandatory.  Full training is provided.

Interested applicants may reply to:

Education                          College/University preferred

Experience                        2 years minimum experience in an administrative role

Compensation                  Commensurate with experience

Core Responsibilities:

  • All core administrative duties are specific to the Managers’ and their clients
  • NTR & Assurance administration (drafts, collation, tracking, follow-ups and archiving)
  • Workflow + Finalization of other tax filings (T1, T3, T4, T5, etc.)
  • Workflow management + tracking of upcoming deadlines
  • Database updates / some data entry
  • Set up new clients (server, database, collect information, professional courtesy letters)
  • Invoicing and Accounts Receivables
  • Respond to and handle miscellaneous client requests and queries
  • Prepare miscellaneous government correspondence
  • Prepare proposals/engagement letters/yearend letters
  • Assist with update of internal admin manual(s)
  • Corporate Dissolutions
  • Weekly check-in with Partner
  • Maintain Firm file structures
  • HST/Payroll Registrations
  • Communicate with the Manager of Administration on files that are due
  • Overflow from Admin Coordinators, as required to meet bank/tax deadlines
  • Other tasks as assigned

Coordinator Specific Responsibilities:

  • Reception coverage:
    • greeting clients and COVID-19 Screening (including saving staff screening questionnaires)
    • switchboard when caller presses ‘0’,
    • receive and distribute mail and courier packages
    • manage inter-office mail
    • Arrange and log outgoing faxes, mail, and couriers
    • Maintain boardroom, meeting room, conference line (Ext 600) calendar
    • Keep main areas sanitized and organized (copy room, boardroom, reception, kitchen)
    • Ordering supplies as needed
    • Monthly Team Meeting Agenda + Minutes
    • Post courier disbursements
    • Issuing PD Certificates to staff
  • Support to Chief Business Development Officer:
    • Coordinate monthly referral tracker update - data collection/entry
    • Coordinate monthly supplier tracker update - data collection/entry
    • Coordinate monthly NLC tracker update - data collection/entry
    • CRM data management
    • Assist with event coordination, as requested

Other Skills Required:

  • Ability to multi-task
  • Ability to meet tight deadlines/comfortable working in a fast paced environment
  • Excellent time management skills
  • Intermediate (or higher) level of proficiency in Microsoft office
  • Comfortable with, and quick to learn new computer software
  • High level of accuracy (detail oriented)
  • Excellent Critical thinking/problem solving skills

Other Considerations

  • Criminal Record and Judicial Matters Check is a requirement of this position
  • Credit Check is a requirement of this position
  • Valid Driver’s License and vehicle required
  • Must be legally qualified to work in Canada

About Us

Bateman MacKay LLP is a full-service mid-market Chartered Public Accounting firm, with offices in Burlington and Mississauga, Ontario.  We offer our clients a wide range of personalized and proactive services in assurance, accounting, tax, mergers and acquisitions, and business advisory and consulting services.  Our focus is on high-quality work, relationship building, and the use of secure and forward thinking technologies.

In 2021, Bateman MacKay was recognized by Great Place to Work® as 17th on the list of Best WorkplacesTM in Canada with less than 50 employees, and as one of the Best WorkplacesTM in Canada for Women.  In 2020, the Firm received recognition as one of the Best WorkplacesTM in Canada in Professional Services.

At Bateman Mackay LLP, you will have the opportunity to work with an outstanding Team of professionals, and a broad mix of clients from a variety of industries.  Our workplace culture is positive, friendly and team spirited.  We work hard, but also take time to play.

Bateman MacKay team members enjoy:

  • Fridays off during July and August in lieu of tax season hours
  • Professional development and mentoring from senior staff and Partners
  • Paid health, dental and vision premiums
  • Referral Incentive Program for referring new clients and new team members to the Firm
  • Opportunity to join in-house committees:  Charity - Technical – Social - Environmental
  • Social events throughout the year
  • Healthy workplace with ergonomic workstations, unlimited coffee, tea and healthy snacks
  • Free parking
  • And more!

Interested applicants may reply to:

Stay in Touch!

Sign up for our newsletter and receive tax, accounting, and COVID-19 resources for your business!