Office Administrator

Office Administrator - Burlington

Are you a highly organized, proactive Office Administrator looking to advance your career in business administration within a close knit team in a financial services environment? We are actively seeking an energetic, detail-driven Office Administrator to join a thriving accounting and financial services firm in Burlington. In this critical, full-time, in-office role, you will serve as the operational hub of the practice, maintaining smooth administrative processes, coordinating workflow schedules, and supporting accounting staff. As a key contributor within the business administration team, your expertise will directly impact team productivity, client satisfaction, and overall daily operational excellence.

As an Office Administrator, your daily responsibilities will offer great variety, engagement, and hands-on operations. You will manage central database systems and client portals, oversee physical and digital tax document management, schedule appointments, and ensure crucial tax returns move seamlessly from intake to e-filing. You will also play a vital role in client communication, proactively following up on outstanding information and resolving administrative bottlenecks. If you possess a strong administrative foundation, thrive in a collaborative office culture, and are eager to contribute to a structured, professional business administration setting, this Office Administrator position presents an outstanding opportunity for professional growth and stability.

If you see yourself in this role and want to learn more about this opportunity then please apply to this job posting and reach out directly to patricia.van@randstad.ca with your most updated resume, the job posting’s reference number, and a brief synopsis of why you feel you would be a great fit for the role.

Advantages
• Competitive annual salary between $55,000 and $60,000 annually.
• Annual salary reviews every January, merit increase to reward dedication and performance.
• Predictable, stable full-time hours (Monday to Friday, 9:00 AM to 5:00 PM), encouraging healthy work-life balance and schedule consistency.
• Two weeks of paid vacation time to allow for rest, personal time, and life balance throughout the year.
• Engaging and inclusive team environment with firm-sponsored lunches, social events, team celebrations, and outings.
• Hands-on direct training provided on-site by experienced accounting and administrative professionals.
• Excellent opportunity to broaden professional exposure within business administration and the accounting sector.

Responsibilities
• Oversee all daily office operations, maintaining efficient administrative systems and streamlined workflows across the firm.
• Provide high-level administrative support to senior leadership and managers, including calendar management, appointment scheduling, and task tracking.
• Manage and maintain the CCH iFirm Tax Prep portal and client database, accurately categorizing, uploading, and routing client documents and statements.
• Proactively contact clients to follow up on missing tax records, signatures, and essential financial documentation required for project completion.
• Monitor project timelines and workflow bottlenecks to ensure all tax returns, financial statements, and client deliverables meet strict regulatory deadlines.
• Manage central phone systems, screening and routing incoming calls with professionalism, efficiency, and excellent customer service.
• Maintain general email inboxes, sorting alerts, printing incoming documents, and distributing inquiries to the appropriate team members.
• Prepare, update, and organize detailed administrative spreadsheets and records using advanced features in Microsoft Excel and Word.
• Provide supplemental support for basic bookkeeping, data entry, and client file preparation when administrative peak periods arise.
• Coordinate physical office management, including filing systems, supply ordering, mail distribution, and overall workspace maintenance.

Qualifications
• 3 to 5 years of solid experience as an Office Administrator, office coordinator, or administrative assistant, preferably within an accounting firm or professional services environment.
• High proficiency in Microsoft Office applications, specifically Microsoft Excel, Word, and Outlook, with strong spreadsheet and data entry capabilities.
• Working knowledge or practical familiarity with specialized database software such as CCH iFirm, CCH TaxPrep, or QuickBooks is considered a strong asset.
• Excellent written and verbal English communication skills, with a professional phone manner and strong client-interfacing abilities.
• Exceptional organizational, multi-tasking, and time-management skills, with a proven ability to prioritize workloads and meet tight deadlines.
• Proactive problem-solving abilities and an out-of-the-box mindset to resolve administrative delays and streamline business administration workflows.
• Meticulous attention to detail and accuracy when handling confidential client records and financial data.
• Full availability to work 100% in-office in a full-time capacity (Monday to Friday, 9:00 AM – 5:00 PM).

Summary
If you see yourself in this role and want to learn more about this opportunity then please apply to this job posting and reach out directly to patricia.van@randstad.ca with your most updated resume, the job posting’s reference number, and a brief synopsis of why you feel you would be a great fit for the role.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.