Cross Border Administrative Assistant
- AB, Canada
- Edmonton, AB, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- 1-2 years experience in customer service or client service experience.
- Posting language
- English
- Posted
Original job description
NUMIS CPAs Inc is looking for a detail oriented and proactive Cross Border Administrative Assistant to support our Cross Border team and Edmonton Office. This role is ideal for someone who enjoys keeping things organized, staying on top of deadlines, communicating with clients, and helping a busy team keep work moving efficiently.
Reporting to the Cross Border Admin Manager, you will play an important role in coordinating administrative workflows, maintaining client files and projects, monitoring outstanding items, and ensuring the team has the information and documentation they need to move work forward. As priorities can shift quickly, we are looking for someone who is comfortable taking initiative, anticipating next steps, and working with a strong sense of urgency when deadlines approach.
Project & Document Management
Reporting to the Cross Border Admin Manager, you will play an important role in coordinating administrative workflows, maintaining client files and projects, monitoring outstanding items, and ensuring the team has the information and documentation they need to move work forward. As priorities can shift quickly, we are looking for someone who is comfortable taking initiative, anticipating next steps, and working with a strong sense of urgency when deadlines approach.
- This is a Remote Role to start to be extended to a Full Time fully In Person role located in Edmonton South. **
Project & Document Management
- Set up new client jobs and projects, ensuring files, workflows, and project information are organized and kept up to date.
- Save, organize, and maintain client information and documentation across internal systems, including CCH iFirm, Karbon, and Caseware.
- Maintain internal notes and comments within client files and take appropriate administrative next steps to ensure information and action items are properly documented and followed up on.
- Monitor project activity, incoming documents, completed signatures, and client communications, taking the appropriate next steps to keep projects moving.
- Support the team's transition of workflows and processes from CCH iFirm to Karbon.
- Maintain the confidentiality and security of client information and documentation in accordance with firm policies and professional standards.
- Communicate with clients to request documents, follow up on outstanding information, and provide administrative updates.
- Assist in troubleshooting client issues to support timely resolution.
- Keep team members informed of outstanding items, client responses, upcoming deadlines, and other information requiring attention.
- Assist with communications and administrative follow-up with Canadian and U.S. tax authorities, as required.
- Support mailing and other administrative requirements for the Cross Border team.
- Help identify opportunities to improve administrative processes, workflows, organization, and overall team efficiency.
- Greet and assist clients and visitors at the front desk, ensuring a professional and welcoming experience.
- Assist with payment processing to ensure smooth and efficient transactions.
- Provide admin support to the Edmonton office with photocopying, filing, scanning, and more.
- Provide additional administrative and client service support as team priorities and deadlines arise.
- 1-2 years experience in customer service or client service experience.
- Strong attention to detail and organizational skills.
- A proactive approach with the confidence to take initiative and follow through on outstanding items.
- Ability to manage multiple priorities and quickly switch gears as deadlines and team needs change.
- Strong sense of urgency and ability to recognize time-sensitive tasks.
- Comfortable learning and working with different technology platforms and software.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook, OneDrive, Teams, SharePoint)
- Professional and comfortable communicating directly with clients.
- Ability to stay motivated and work independently while keeping the broader team informed.
- Exposure to Canadian and/or U.S. tax or cross-border matters is an asset, but not required.
- A flex benefits plan that can be personalized to fit your needs, for you and your family
- We truly value hard work and dedication, and we're committed to recognizing that through fair promotions and compensation for those who demonstrate this throughout their tenure within our company
- We provide paid lunch breaks daily, and flexible start and end times (as long as core business operating hours are met)
- Company-wide team events, including our annual Tax Season Celebration with travel and accommodations covered for out-of-town employees
More about this job
Responsibilities
Coordinate administrative workflows and client projects by organizing files, maintaining documentation, monitoring outstanding items, and supporting the transition from CCH iFirm to Karbon. Communicate with clients and team members, assist with office and front-desk duties, and help keep cross-border work moving efficiently and securely.
Requirements
Candidates should have 1–2 years of customer or client service experience, strong organizational and communication skills, and the ability to manage changing priorities and time-sensitive tasks independently. Proficiency with Microsoft Office and comfort learning software platforms are expected; exposure to Canadian or U.S. tax matters is an asset but not required.
Skills
- Customer Service
- Client Communication
- Organization
- Attention To Detail
- Time Management
- Deadline Management
- Initiative
- Prioritization
- Document Management
- Project Coordination
- Workflow Support
- Problem Solving
- Confidentiality
- Microsoft Office
- Payment Processing
- Administrative Support
Benefits
- Flexible Benefits Plan
- Fair Promotions and Compensation
- Paid Lunch Breaks
- Flexible Start and End Times
- Company-Wide Team Events
- Travel and Accommodation Coverage for Out-of-Town Employees Attending the Annual Tax Season Celebration
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Finance & Accounting
- Customer Service & Support
Keywords
- CCH iFirm
- Karbon
- Caseware
- Microsoft Office
- Excel
- Word
- Outlook
- OneDrive
- Teams
- SharePoint
- Client Files
- Project Management
- Document Management
- Workflow Coordination
- Administrative Support
- Customer Service
- Client Communication
- Cross-Border Tax
- Canadian Tax
- U.S. Tax
- Tax Authorities
- Confidentiality
- Payment Processing
- Deadline Management
- Front Desk
- Filing
- Scanning
- Mailing