Position Summary 

Bateman Mackay LLP is currently recruiting a full-time Administrative Specialist (Reception) to join our Mississauga office Team at 40 Village Centre Place, Mississauga, ON.

About Us

Bateman MacKay LLP is a full service mid-market Chartered Public Accounting firm, with offices in Burlington and Mississauga, Ontario.  As a professional at Bateman Mackay LLP, you will discover endless possibilities and gain invaluable exposure to different industries and business situations.  We have an outstanding team that is focused on your mentorship and long-term professional development.  Our work culture is positive, friendly and team spirited.  We work hard, but also take time to play.

At Bateman MacKay LLP team members enjoy:

  • Paid full-day Fridays off during July and August, in lieu of overtime worked during the tax season
  • Paid professional development and paid professional accounting designation association fees
  • Paid health and dental premiums
  • Compensation for bringing new clients and new team members to the Firm
  • Opportunity to participate on any of our in-house committees (Charity, Technical, Social)
  • Firm sponsored extracurricular activities and social events throughout the year
  • Free unlimited coffee, tea and healthy snacks throughout the day
  • Free parking

Education:   College diploma in a related field of study is preferred

Experience: Minimum 2 years’ experience in an administrative role preferred

Job responsibilities include but are not limited to:

  • Reception:
  • Greeting Clients and Visitors
    • Switchboard Operation (if clients press 0)
    • Receive and distribute incoming mail/courier items
    • Managing letters and packages travelling between both offices
    • Posting Courier disbursements to database
    • Maintaining Boardroom/Meeting Room Calendars for client meetings
    • Ensure copy area/storage room/reception area are tidy and organized
  • General Admin:
    • Faxing misc. items (and related tracking in logs)
    • Managing outgoing mail/couriers + trips to post office (and related tracking in logs)
    • Filling Postage machine/ordering courier supplies, as required
    • Webinar/AJAG/Video Tax News – setup and take down projector + laptop
    • Team Meeting – Request agenda items, Prepare/distribute Agenda + Prepare/distribute Minutes
    • Preparing and Sending out Corporate yearend checklist letters each month
    • Send Monthly Aged “Work in Progress” to Partners
    • Manage In/Out Board
    • Kitchen responsibilities
  • Special Projects:
    • Review and organize client files based on Firm’s Filing Saving Policy
    • Review and purge client organizational charts
    • Database management and archiving
    • Data entry
    • Save U.S. Tax Returns to client files
    • Assist with Citrix conversion
    • Assist Marketing and Business Development Coordinator as required
  • Other duties as assigned

Skills and Qualifications

  • Excellent written and verbal communication skills
  • Dedication and strong work ethic
  • Strong team player
  • Strong time-management abilities and self-motivation
  • Ability to effectively manage multiple projects and ensure timely communication to partners/seniors on the completion timelines and/or obstacles to completion of projects
  • Excellent computer skills. Strong Microsoft Office skills required

Other Considerations

  • Criminal Reference Check is a requirement of this position
  • Driver’s license and vehicle required
  • Must be legally qualified to work in Canada

Interested applicants may reply to:   [email protected]