Administrative Assistant

We are seeking an Administrative Assistant for our client in Burnaby/Coquitlam. The Administrative Assistant will support up to 2 Partners, we are seeking individuals who thrive in a fast paced environment. There are two open positions, a more junior administrator with 2+ years of experience; and an intermediate administrator with 5+ years of experience.

About Our Client
Our client is a full-service accounting firm that works primarily with privately-owned businesses. They provide accounting and assurance, tax planning, advisory, M&A advisory, and estate/succession planning services. The firm offers a collaborative environment with direct Partner access, hybrid work, flexible hours, professional development support, and a strong focus on internal growth.

About The Opportunity
This is an opportunity to join a respected professional firm, learn public practice accounting, gain exposure to tax and client services, work closely with experienced professionals, and build a long-term career in administration or accounting operations within a supportive environment.

About The Position

• Coordinate the movement and status tracking of client files across multiple engagements to help ensure deadlines and deliverables are met efficiently.
• Prepare, organize, and compile documentation for corporate entities, personal tax filings, trusts, and partnerships.
• Provide professional front-desk and reception support, including greeting visitors, answering calls, and directing inquiries appropriately.
• Maintain and update internal workflow systems and tracking tools to ensure file progress is accurately reflected in real time.
• Assist with client communications, including following up on outstanding information requests and helping ensure timely responses.
• Support invoicing activities by preparing client invoices, issuing them promptly, and monitoring outstanding balances for follow-up.
• Collaborate with team members to improve administrative processes and help resolve workflow challenges as they arise.
• Prepare materials and documentation for client meetings, submissions, and internal team needs.
• Provide general administrative assistance across the office and contribute to additional projects or tasks as required.

Qualifications

• Post-secondary education in business administration, accounting, office administration, or a related field.
• Previous experience in an administrative, coordination, or office support role, preferably within a professional services environment.
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and changing workloads simultaneously.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Excellent verbal and written communication skills, with the ability to interact professionally with clients and colleagues at all levels.
• Demonstrated ability to take initiative, work independently, and follow tasks through to completion with minimal supervision.
• Resourceful problem-solver who can anticipate needs, identify issues, and contribute to practical solutions.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience working with document management, workflow, CRM, or practice management systems is considered an asset; the ability to learn new software quickly is essential.
• Collaborative team player who is willing to support a variety of administrative and operational functions as needed.
• Comfortable working in a fast-paced environment where priorities may shift and deadlines are often time-sensitive.
• Flexibility to work additional hours during peak periods when business demands require it.

Compensation & Benefits

• Annual salary ranges from $45,000 – $65,000; depending on experience.
• 3 weeks vacation and additional time off during December holidays.
• Competitive benefits.
• Summer Friday program.
• Professional development.
• On site parking.

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.