Administrative and Payroll Assistant – Job DescriptionAbout UsSGGG Fund Services is Canada’s largest independent administrator of alternative funds with over $120 billion (CAD) under administration. Using Diamond, our proprietary fund administration software, SGGG-FSI’s over 400 employees provide full-service fund administration to clients from our headquarters in Toronto and affiliate offices in Cayman, the United States, and India. Our vision is to be the first choice for fund administration.We have repeatedly earned Top Hedge Fund Administrator at the Canadian Hedge Fund Awards, and have been named to several national Great Place to Work lists.About The RoleThis is a one-year maternity leave contract role.We are hiring an Administrative and Payroll Assistant to join our Office Management Team. This role is ideal for someone beginning their administrative career and looking to gain experience in invoicing support, financial administration, and general office tasks. The successful candidate will assist with preparing client invoices, performing data entry, completing basic fee calculations, and supporting both accounts receivable and accounts payable functions.Office Location & Hybrid Model
- Our office is in downtown Toronto, a 5-minute walk from Union Station.
- We embrace a flexible hybrid work model that offers flexibility between working remotely or in the office.
- This role requires in office presence 2-3x per month.What You’ll DoAccounts Receivable
- Assist with preparing and issuing client invoices, ensuring accuracy and timely delivery.
- Perform basic calculations to determine fees, and adjustments.
- Prepare and process invoices in QuickBooks (experience with QuickBooks is an asset but not required).
- Post daily payments to maintain accurate, up to date accounts receivable records.
- Complete periodic cheque deposits in accordance with internal control procedures.
- Monitor and respond to internal emails regarding accounts receivable inquiries, discrepancies, and follow-ups.
- Track outstanding payments and escalate issues when required.
- Reconcile invoices by verifying amounts, identifying discrepancies, and ensuring alignment with supporting documentation and fee schedules.
- Manage and update fee schedules by regularly reviewing, standardizing, and maintaining service fee structures to ensure accurate and consistent billing.Accounts Payable & Month-End Support
- Support the accounting team during month-end close, including invoice matching, documentation review, and validation of accounts payable entries.
- Process vendor payments through the company’s online banking platform, ensuring accuracy, security, and adherence to required approval workflows.
- Maintain organized and up-to-date financial records to support reporting, audits, and compliance requirements.Payroll Support
- Support accurate and timely payroll processing.
- Maintain payroll records and employee updates.
- Respond to payroll inquiries and assist with reconciliations.General Administrative Duties
- Maintain accurate records, spreadsheets, and administrative logs.
- Support various office and accounting tasks as required.
- Assist with other clerical duties to support day-to-day office operations.What You’ll Bring
- Completed post-secondary education in business administration / accounting / finance OR a related field OR transferable work experience.
- Proficiency in Microsoft Office Suite (especially Excel and Outlook).
- Experience with QuickBooks is a strong asset.
- Payroll experience is an advantage.
- Strong attention to detail and high level of accuracy.
- Effectively managed multiple priorities and shifting demands in a fast-paced environment.
- Demonstrates urgency and responsiveness in meeting tight deadlines.
- Eagerness to learn and take on new administrative responsibilities.You Should Embody:
- Integrity: Demonstrates sound judgment, transparency, and ethical decision-making in all interactions.
- Leadership: Takes initiative and drives outcomes with accountability and ownership.
- Focus: Prioritize effectively, manage time well, and consistently deliver on key objectives.
- Passion: Bring energy and commitment to their work, with a strong drive for excellence and continuous improvement.
- Teamwork: Collaborate openly and contributes to a respectful and high-performing team environment.What We Offer
- This position offers a salary range of $58,000–$63,000 annually. An award-winning open door culture with a collaborative & inclusive team
- Committed to flexible work arrangements, with heavily weighted remote work
- Comprehensive medical, dental and vision coverage + Lifestyle and/or Health Spending Accounts
- RRSP Matching that increases with tenure
- Parental Leave top up program
- Team connection through quarterly team lunches, bi-annual company wide events, sport and charity initiatives
- Support for professional learning and development
- Milestone recognition programApplication Information
- Number of positions: 1
- This is new headcount, and we are actively recruiting for it.
- Anticipated start date: ASAP
- We use AI-enabled tools to sort applications based on job-related criteria. A human decides who moves forward.
- Hire contingent on successful completion of a background check (employer paid).Please submit your resume via our careers portal: https://sgggfsi.com/careers/IDEA & Accommodations (AODA)SGGG-FSI supports a workplace that respects inclusion, diversity, equity and accessibility (IDEA). We appreciate the unique perspectives and experiences each of our employees bring to the job, and our success is underpinned by their contributions to our culture and our values.SGGG-FSI welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.Recruitment Process
- HR Screening: Virtual screening interview with our HR team.
- Manager Interview: Role specific interview held either virtually or in person.
- Decision: Decision communicated and updates provided at each stage.
