Administration and Accounting Assistant

At Aspire, our work is more than numbers and tasks — it’s about creating a boutique, high-touch client experience at every stage. From the moment a client walks through our doors or contacts our office, they should feel welcomed, valued, and supported.

Our clients choose to do business with us because small details matter. Every interaction, communication, and deliverable must reflect our commitment to the highest professional standard. We anticipate our clients’ needs and challenges, stepping ahead of them as trusted advisors.

Our team thrives when every member ensures that client relationships are nurtured, the office runs smoothly, and every process is executed to a consistent, polished standard. Maintaining accurate records, clear workflows, and up-to-date documentation is essential to delivering the reliable, high-quality service our clients expect.

The Administration and Accounting Assistant plays a vital role in supporting daily office operations, delivering an excellent client experience, and assisting with internal and client accounting functions. This position requires a dependable professional committed to working in-office, capable of working independently in a quiet, organized environment, and able to manage confidential information with discretion and care.

Role Overview

The Administration and Accounting Assistant is responsible for reception, client experience support, office management, and accounts payable and receivable functions for both the firm and assigned clients. This role supports the broader Aspire team by ensuring administrative, financial, and office operations run smoothly and efficiently.

This is largely an in-office position expected to be 20-30 hours per week, based on the candidate and the seasonality of the practice

Key Responsibilities

Reception & Client Experience

Greet clients warmly and professionally, ensuring every interaction reflects Aspire’s high-touch service approach.

Respond to client calls and emails promptly, clearly, and professionally.

Facilitate client document drop-off and pick-up (paper and paperless), maintaining confidentiality and proper documentation.

Assist clients with scheduling meetings and navigating digital tools such as the Client Portal.

Follow up with clients to ensure documents are received, questions are answered, and next steps are clear.

Support a positive, calm, and welcoming office environment for clients and visitors.

Administrative Support

Support client onboarding and offboarding processes, ensuring steps are completed accurately and on time.

Maintain Practice Management and CRM systems with accurate, up-to-date client and stakeholder information.

Prepare meeting transcripts, action items, and administrative follow-ups as required.

Maintain process documentation, manuals, and templates to ensure clarity, accuracy, and consistency.

Assist with project tracking and reporting to support timely completion of client work.

Provide general administrative support to the Aspire team as needed.

Office & Facilities Management

Maintain consistent in-office hours to support client and team needs. This may vary between the busy vs quieter times of year.

Manage boardroom scheduling and preparation; ensure the space is professional, welcoming, and reset after meetings.

Coordinate stocking of office, kitchen, and general supplies.

Maintain a clean, organized, and functional office environment.

Liaise with service providers as required (e.g., phone systems, maintenance).

Assist with basic health and safety protocols to maintain a compliant workplace.

Accounting & Financial Support

Assist with accounts payable and accounts receivable for Aspire and assigned clients.

Process transactions using tools such as QuickBooks Online, Dext, and related systems.

Support billing, collections, and follow-up on outstanding receivables in a professional manner.

Assist with cheque preparation, signing coordination, and distribution.

Support internal financial administration as assigned.

Qualifications & Skills

Post-secondary education in accounting, bookkeeping, or business administration, or equivalent practical experience.

Experience in an accounting or other professional services office is an asset, particularly in a digital environment.

Proven dependability and commitment to maintaining consistent in-office hours.

High degree of confidentiality in handling client and business information.

Strong organizational skills and attention to detail.

Warm, professional communication style with a client-first mindset.

Ability to work independently in a quiet, structured environment.

Strong problem-solving skills and comfort troubleshooting administrative or digital issues.

Proficiency in Microsoft Office; experience with QuickBooks Online, Dext, CRM systems, DocuSign, Adobe Professional, Motion, or similar tools is an asset.

Hours & Compensation

20 -30 hours per week; additional hours would be required during the busier season (February to May) with more flexibility and fewer hours in summer and early winter. We provide flexible work options and some hours could be done remotely to be discussed with the successful candidate.

Starting compensation of $24/hour, reviewable after the probationary period as well as eligibility for comprehensive benefits program.

Application Process

Please apply with a Cover Letter and Resume at minimum, other applications warmly accepted.

Send applications to hello@aspirecpa.ca.

Applications will be accepted until the position is filled. Only candidates who clearly meet or exceed the qualifications will be contacted regarding next steps in the recruitment and selection process.

We looking forward to hearing from you!