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Office Manager and Administrative Coordinator In-Office
Office Manager and Administrative Coordinator In-Office
Our client focuses on the four quadrants of wealth; financial services, values-based investing, and relationship building with unique approaches and opportunities. Their concern is the financial well being of their clients with expertise and empathy, hand in hand. They currently seek an Office Manager for their offices in downtown Toronto (walking distance from Union Station).
Job Description
- Support CEO with calendar and expense reporting
- Vendor management including office suppliers and facilities
- Ensure all technology is working
- Ensure all staff have required IT equipment
- Onboarding of new staff ensuring all agreements and documents are complete
- Collect documents for payroll systems
- Manage relationship with benefits provider (make changes for new employees, existing employees)
- Cover front desk and welcome guests
- Mail reception and distribution
- Mail shipment on request
- Maintain compliance calendar
- Send out compliance manual for signatures annually
- Support monthly filing for compliance documents
- Support gathering audit materials
- AML reporting
- Invoice payments to vendors in coordination with Finance Team
- Management fee collections
- Coordination with property manager including payments
- Manage relationship with phone plan provider
- Process wire transfers for management company
- Credit card reconciliation
- Monthly and quarterly FOS fee pull
- Send invoices to clients and keep track of receipt of cheques
- NAV reports – once per week
- Cash cheques for custody fees and monthly/quarterly client cash needs
- Reconcile custody fees
- File subscription and redemption forms based on capital transactions
- Provide instructions to banks for fee processing
Job Requirements
- 3+ years’ experience in an administrative role
- Excellent verbal and written communication skills
- Strong interpersonal, organizational, communication and presentation skills
- Self starting proactive individual who will work independently and in a team environment
- Energetic, goal oriented, enthusiastic
- Strong computer proficiency including MS Office
- Strong financial acumen with a experience in basic accounting preferred
- Very strong time management and organizational skills