Company Description Optimal Accounting is an outsourced accounting firm that specializes in serving construction and project-based businesses, including contractors and builders across Canada and the U.S. The firm provides end-to-end accounting services focused on job costing, WIP reporting, budgeting, and financial forecasting. By delivering accurate, compliant, and timely financial information, Optimal Accounting helps clients gain clear visibility into project performance and overall profitability. The team acts as a strategic financial partner, supporting improved margins, reduced cost overruns, and streamlined financial operations. Internal systems and workflows are designed to consistently deliver high-quality outsourced services tailored to the construction industry.
The Role
As our Office & Finance Administration Generalist, you will be the backbone of our Markham office. This is a true "generalist" role where no two days are the same. You will ensure our day-to-day operations run seamlessly, provide critical administrative support to our Principal, assist our team of Staff Accountants and Account Managers, and cross-train to support client-facing administrative workflows both locally and globally.
Key Responsibilities
- Office Management & Procurement: Maintain a welcoming, organized office environment. Manage local office inventory, track expenses, and proactively procure office and kitchen supplies.
- Executive & Team Support: Provide direct administrative assistance to the Principal (scheduling, correspondence, ad-hoc tasks) and act as the go-to resource for Staff Accountants and Account Managers whenever support is needed.
- Client & Outsourced Admin Backup: Learn the unique administrative and paperwork scopes for our outsourced accounting clients. You will serve as a reliable backup to handle client-site admin tasks or remote administrative workflows.
- Global & Local Workflow Coordination: Help manage digital and physical correspondence, organize multi-jurisdictional client files, and ensure compliance with internal administrative processes across different time zones when required.
Qualifications & Skills
- Experience: 2–4 years of experience in office administration, executive assistant roles, or a blended finance/admin role. Experience in a professional services or accounting firm is a strong asset.
- Proactive Mindset: A self-starter who anticipates needs before they arise and takes ownership of the office space.
- Adaptability: Comfortable shifting gears quickly—moving from ordering supplies to assisting a manager with client work.
- Tech-Savvy: Proficient with Microsoft Office Suite (Word, Excel, Outlook). Familiarity with cloud-based accounting software (e.g., QuickBooks Online, Xero) or global collaboration tools (Zoom, Teams) is a major plus.
- Communication: Excellent verbal and written communication skills with a professional, culturally aware demeanor.
- Reliability: Valid driver’s license and access to a vehicle (preferred for occasional local travel to client sites in the Markham/GTA area).
What We Offer
- A supportive, collaborative, and globally connected team environment.
- Insight and exposure to international business operations across Canada, the US, and Asia.
- Opportunities to learn and grow your skills in the outsourced accounting and finance industry.
- Competitive salary and benefits package.
- Convenient Markham location with free parking.
How to Apply
- If you are an organized professional who loves variety and wants to be an integral part of a growing global firm, we want to hear from you! Please submit your resume and a brief cover letter explaining why you are the perfect fit for a generalist role to [email protected]
Pay: $38,000.00-$42,000.00 per year
Benefits:
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care
- Wellness program
Work Location: In person
