Office Coordinator

Yates Whitaker LLP Chartered Professional Accountants is a mid-sized boutique firm filled with a team of enthusiastic and entrepreneurial individuals. We are located in the heart of Old Strathcona, have been in business for over 30 years and we continuously strive to grow the firm through expansion of departments/niches. We are dedicated to and knowledgeable in our specialty areas and we pride ourselves on being focused on our clients and our staff.

We are a firm with close to 60 team members. We value our team and the work they do, while giving them opportunities for career growth along the way. All of this, while we continue to ensure that the best needs of our clients are being met through the Individual, Business and Not for Profit services we offer.

We are currently looking for an Office Coordinator to join our team. This position will report to and work extensively with our Managing Partner. The successful candidate will be responsible for overseeing the Firm’s office services which will include operations, insurance, agenda & minute keeping, strategy & implementation and culture. They will coordinate and manage our staff timekeeping system, Firm software, supplies, furniture, phones, merchant services, marketing and more. This role liaises and collaborates closely with Building Maintenance, Firm Management, IT services and Payroll. The Office Coordinator must be able to maintain confidentiality, multi-task and build relationships with all staff and vendors. If you are detail oriented, able to strategize, resolve issues and take on challenging projects, then this may be the role for you.

Your Responsibilities will include:

  • Tracking and exporting staff absences, non-billable and billable time and producing utilization reports

  • Creating and maintaining monthly time summaries

  • Managing software licenses, phones, parking and the security system

  • Collaborating with AP/AR, HR and IT, as well as the Partners responsible for these areas

  • Organizing and maintaining Firm Operational processes, procedures computer drives

  • Conducting Operational onboarding/offboarding functions

  • Consulting with IT on the Firm’s technology needs

  • Liaising with Property Management for building maintenance and parking

  • Ordering business cards, stationery, promotional materials, staff appreciation items, furniture

  • Updating and maintaining the Firm’s website and social media accounts

  • Utilizing AI to create videos and enhance the Firm’s marketing efforts (advertising and promotions)

Your Attributes:

  • An Office Administration diploma

  • 3+ years of office coordination experience

  • Excellent communication (verbal and written), time management and organizational skills

  • Strong attention to detail

  • Exceptional MS Office and typing skills

  • Working knowledge of brand management and use of social media would be an asset

  • Knowledge of DocIt would be an asset

  • A professional individual with exceptional client service and relationship building skills

  • Experience working in a Public Practice Firm would be an asset

At Yates Whitaker LLP, we offer competitive salaries, benefits, matching RRSP contributions and more. If you are interested in joining our fast paced, energetic environment, please submit your cover letter (stating your salary expectations) and resume (as one document) to joinyw@yateswhitaker.ca.

We ask that you do not phone us, but please feel free to check us out at www.yateswhitaker.ca. We will continue to recruit for this position until a suitable candidate is found.

Thank you for your interest in Yates Whitaker LLP Chartered Professional Accountants. We hope to meet you soon!