JOB OVERVIEW

We are seeking a professional and detail-oriented Office Administrator to support the daily operations of our financial services and capital investment firm. This role requires excellent communication skills, organizational ability, and a high level of discretion when handling sensitive client and financial information.

REQUIRED SKILLS & QUALIFICATIONS

• Strong verbal and written communication (clear, professional, client-focused)
• High proficiency in Microsoft Office (Word, Excel, Outlook), PDF editing tools, and cloud storage platforms
• Comfortable working with numbers, reports, and sensitive/confidential client information
• Highly organized with excellent time management and problem-solving skills
• Ability to prioritize tasks and work independently in a fast-paced environment
• Experience handling confidential documents and following compliance protocols
• Proficient in filing systems to ensure easy access to documents.
• Familiarity with multi-line phone systems for efficient communication

EXPERIENCE & EDUCATION

• 2+ years in office administration (financial services, real estate, legal, or investment firms preferred)
• Experience with CRM platforms, bookkeeping tools (e.g., QuickBooks or Wave), or compliance software is an asset
• Post-secondary education in business administration, finance, or a related field preferred

• Serve as the first point of contact for clients, investors, and business partners (phone, email, in-person)
• Prepare, review, and organize financial documents, agreements, and client files
• Schedule meetings, maintain calendars, and coordinate internal and external communications
• Assist with KYC/AML documentation and onboarding processes
• Manage office supplies, administrative records, and vendor communications
• Support internal reporting and database entry (CRM, Excel sheets, investor logs)
• Handle light bookkeeping, invoice tracking, and coordination with accounting team
• Ensure compliance with document retention policies and regulatory standards