Overview
Administrative Specialist Jobs in Ontario, CA at IAPMO
We are seeking a Bookkeeping Administrative Specialist to provide essential administrative support while also assisting in process improvements and automation initiatives. This role will help maintain the accuracy and efficiency of bookkeeping operations by managing records, scheduling client engagements, and verifying financial data. Additionally, this position will contribute to identifying workflow optimizations to enhance team productivity and automation efforts.
The ideal candidate is highly organized, detail-oriented, and possesses a foundational understanding of bookkeeping processes. This role requires both administrative efficiency and a proactive approach to improving bookkeeping operations.
Key Responsibilities:
Bookkeeping Administration & Support
Manage daily and weekly financial data entry tasks, ensuring accuracy in recorded transactions.
Handle daily sales reports and update bookkeeping processes based on sales activity.
Verify and maintain accurate client account records, ensuring assignments are correctly allocated to team members.
Assist in preparing monthly reconciliations, ensuring financial data aligns with client records.
Maintain bookkeeping process documentation and update workflows as needed to reflect changes in operations.
Support ad hoc projects assigned by the Sr. Manager of Bookkeeping.
Client & Appointment Management
Schedule, reschedule, and confirm onboarding and follow-up bookkeeping appointments with clients.
Monitor and follow up on missed or no-show appointments to optimize client engagement.
Ensure client account cancellations are properly verified and documented.
Serve as a point of contact for bookkeeping clients, providing timely responses to inquiries.
Process Improvement & Automation Support
Identify manual bookkeeping processes that can be optimized or automated to improve efficiency.
Collaborate with the bookkeeping team to implement new tools, templates, or automated workflows.
Assist in the standardization of monthly bookkeeping processes, ensuring consistency across clients.
Work with technology teams to provide feedback on bookkeeping software enhancements.
Compliance & Reporting Support
Assist with preparing monthly financial reports and account summaries for internal review.
Support compliance efforts by ensuring all bookkeeping data is accurately recorded and accessible for audits.
Maintain strict confidentiality of financial records and client information.
Required Skills & Qualifications:
2+ years of experience in an administrative or bookkeeping support role (preferably in finance or accounting).
Familiarity with bookkeeping processes, financial reconciliation, and client account management.
Experience with bookkeeping/accounting software (e.g., QuickBooks, Xero, SAP).
Strong organizational and multitasking skills with an ability to meet deadlines.
Proficiency in Google Suite, Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), and other cloud-based tools.
Strong written and verbal communication skills for client interactions and internal coordination.
Tech-savvy mindset with a willingness to learn new software and automation tools.
Ability to work independently while also collaborating with bookkeeping professionals.
Preferred Qualifications:
Experience in a bookkeeping or accounting firm working with multiple clients.
Knowledge of financial regulations, tax preparation, and compliance standards.
Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field.
Prior experience with workflow automation or process improvements in a bookkeeping setting.
Title: Administrative Specialist
Company: IAPMO
Location: Ontario, CA
