Office Administrator with prior accounting experience

We are seeking a Receptionist / Office Administrator to serve as the face of the organization and support the day-to-day administrative operations of a busy office of approximately 25 employees. This is a highly visible role that combines front-desk responsibilities, customer service, office coordination, and administrative support.

The ideal candidate is proactive, organized, and comfortable balancing multiple priorities while maintaining a high level of professionalism. This position plays a key role in ensuring a smooth office operation, supporting internal teams, and delivering an excellent experience to customers, vendors, and visitors.

The Role

Reporting to the controller, the individual will be responsible for coordinating a variety of administrative, customer service, and operational tasks. The role requires strong attention to detail, a sense of urgency, and the ability to manage competing priorities in a fast-paced environment.

The successful candidate will quickly become a central point of contact for both internal employees and external customers while helping maintain the efficiency and organization of the office.

Key Responsibilities

• Maintain the smooth day-to-day operation of the office, including the kitchen, boardroom, reception area, and common spaces.
• Manage office supply inventory and coordinate orders for coffee, refreshments, and workplace essentials.
• Serve as the primary point of contact for customer inquiries via phone, email, and in-person interactions.
• Coordinate team calendars, vacation schedules, employee time-off requests, and overtime documentation.
• Collect, enter, and maintain customer information, company records, and administrative documentation within internal systems.
• Manage Metal Trace (MTR) documentation, including receipt, tracking, filing, distribution, and system updates.
• Process monthly expense reports, collect supporting documentation, and maintain accurate records.
• Perform daily bank deposits, financial system data entry, and reconciliation tracking.
• Review customer invoices submitted through client portals and communicate discrepancies to the Accounts Receivable team.
• Coordinate customer credit applications, supplier reference requests, and other administrative processes related to account setup and maintenance.

Profile

• Minimum 2-5 years of experience in reception, office administration, customer service, or a similar administrative support role.
• Strong customer service skills with the ability to represent the organization professionally at all times.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Detail-oriented with strong follow-through and a commitment to accuracy.
• Comfortable working independently while collaborating effectively with the broader team.
• Tech-savvy and adaptable, with the ability to quickly learn new systems and processes.
• Able to thrive in a busy, fast-paced environment with frequent interruptions and changing priorities.

Nice-to-Have Qualifications

• Previous experience supporting a tax, accounting, bookkeeping, or professional services environment.
• Experience working with Metal Trace (MTR) documentation.
• Event planning or event coordination experience.
• Experience supporting invoicing, customer accounts, or administrative finance functions.
• Experience working in a high-volume customer service environment.

Technical Requirements

• Previous experience using Sage.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Strong computer skills, including accurate data entry and document management.
• Comfortable learning and navigating multiple software platforms and internal systems.
• Experience working with customer databases, accounting systems, or ERP platforms is considered an asset.

Work Environment

• Full-time, permanent position.
• 100% onsite role. Working hours: 8:00 a.m. to 5:00 p.m.
• No travel required.
• Training on internal systems and processes will be provided.
• Collaborative office environment with a team-oriented culture.
• Friendly but busy workplace that values teamwork, accountability, and customer service excellence.
• Company-sponsored social events, team-building activities, and annual celebrations throughout the year.

Compensation & Benefits

• Base salary: $50,000 - $65,000
• Annual performance-based bonus opportunity of approximately 20%
• Comprehensive health and dental benefits following the 90-day probationary period
• Medical benefits covered at 100%
• RRSP matching program
• 3 weeks of vacation plus 5 flex days
• Ongoing training and development opportunities

Company Culture

• Close-knit team environment with approximately 20 employees.
• Strong emphasis on customer service, accountability, and teamwork.
• Supportive leadership team that provides training while encouraging autonomy and initiative.
• Opportunity to take ownership of responsibilities and become a key contributor to the day-to-day success of the organization.
• Ideal for someone who enjoys wearing multiple hats, solving problems, and helping keep a busy office running smoothly.