Administrative Assistant & Receptionist - Full Financial Services

at  Capital Pro Group Inc

Capital Pro Group is a one stop solution to all of your financial needs, all under one roof. We provide Accounting, Taxation, Financial Planning, and Insurance services.
We are specifically hiring someone with receptionist and administartion experience. There is room to grow within the company and to learn skills such as payroll, taxation, data entry, accounting, investments, insurance, etc.
Our Ideal candidate is someone who has a bright and bubbly personality, is able to work under tight deadlines, can prioritize tasks effectively, eager to learn new skills, is flexible, has a great sense of time management, and is able to work independently as well as part of a team. The ability to multitask is a absolute must in this position. Computer literacy is an dealbreaker, we prefer to use technology to assist us in everyday tasks and someone who has knowledge of Microsoft 365, Outlook, OneNote, Sharepoint, Excel etc. would thrive in this position.
We are looking for someone who will grow with the company, who is eager to learn new things, and is open to overtime and overtime pay. Someone who is excited about taking on new projects, directing them, and following through until completion.

Responsibilities:

• Receptionist duties: answering phones, booking appointments, greeting clients, collecting client documents, maintain cleanliness of the office
• Manage calendar and email(s)
• Maintain confidential client records; scanning document, updating electronic database
• Collect and prepare files for daily client meetings: prepare boardroom for meetings throughout the day
• Liaise with third parties (i.e. Canada Revenue Agency, Revenue Quebec, Mutual Fund Companies, Lawyers, Insurance Representatives)
• Assist CEO & Partners with Internal Affairs; accounts payable: social media content: producing print media advertisements: contacting IT and monitor progress of service tickets: meeting notes
• Assist bookkeeping and taxes department with document sorting and scanning, data entry (Excel), client management
• Oversee Tax Season Preparation (March -June) and ensure all files are completed in a timely fashion
• You must have a MyCRA account, in order to obtain a RepID, to assist the firm with CRA and client queries.
• Processing transactions through Univeris for Mutual Funds and GIC transactions.
• Preparing meeting notes and updates for client investment accounts using OneNote and Univeris
• Preparing and sending forms for investment transactions
• Following up with clients to remind them of forms for signature, documents needed for files, etc.

Requirements:

• Proven experience as an administrative assistant and/or receptionist
• Knowledge of office management systems and procedures
• Knowledge of accounting and finance is a strong asset
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in M365 Office (Excel and Outlook, and file folder or sharepoint systems in particular)
• Excellent time management skills and the ability to prioritize work, you will be in charge of multiple calendars and of keeping projects running on time.
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; no other licenses or schooling such as IFC or CSC courses are necessary;
• Fluency in English Required
• Fluency in French and Arabic is an asset

Job Type: Full-time
Salary: From $23.00 per hour, starting wage is based on experience and knowledge, priority will be given to those who have proven experience, are technology advanced, or who have previous experience in Financial Wealth and Taxation firms.
Expected hours: 37.5 per week, during the tax and RRSP seasons there is plenty of overtime that is available to you, we are looking for someone who is flexible and eager for the extra paid hours.

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift;
• Day shift
• Monday to Friday; Tax season Monday to Saturday available by volunteer (overtime pay)
• Overtime available

Supplemental pay types:

• Overtime pay

Work Location: In person
Job Types: Full-time, Permanent
Pay: $23.00 per hour
Expected hours: No less than 37.5 per week

Additional pay:

• Bonus pay
• Overtime pay

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime
• Weekends as needed

Ability to commute/relocate:

• Ottawa, ON K1Z 6X3: reliably commute or plan to relocate before starting work (required)

Application question(s):

• The office is located in an area that has parking limitations. How do you plan on commuting to this location?

Experience:

• Reception/Admin: 2 years (required)

Work Location: In perso

• Receptionist duties: answering phones, booking appointments, greeting clients, collecting client documents, maintain cleanliness of the office
• Manage calendar and email(s)
• Maintain confidential client records; scanning document, updating electronic database
• Collect and prepare files for daily client meetings: prepare boardroom for meetings throughout the day
• Liaise with third parties (i.e. Canada Revenue Agency, Revenue Quebec, Mutual Fund Companies, Lawyers, Insurance Representatives)
• Assist CEO & Partners with Internal Affairs; accounts payable: social media content: producing print media advertisements: contacting IT and monitor progress of service tickets: meeting notes
• Assist bookkeeping and taxes department with document sorting and scanning, data entry (Excel), client management
• Oversee Tax Season Preparation (March -June) and ensure all files are completed in a timely fashion
• You must have a MyCRA account, in order to obtain a RepID, to assist the firm with CRA and client queries.
• Processing transactions through Univeris for Mutual Funds and GIC transactions.
• Preparing meeting notes and updates for client investment accounts using OneNote and Univeris
• Preparing and sending forms for investment transactions
• Following up with clients to remind them of forms for signature, documents needed for files, etc