Administrative & Client Communications Coordinator

Strata Accounting is seeking a detail-oriented, client-focused, and polished Administrative & Client Communications Coordinator to be the front-line face of our firm. This role manages client communications, supports billing and CRM workflows, and ensures the office environment reflects Strata’s professional standards.

The ideal candidate is proactive, confident, and highly organized — someone who follows through on details, anticipates needs, and ensures nothing slips through the cracks. From confirming appointments and client follow-ups to billing support and process improvements, this role ensures Strata consistently delivers a modern, client-centric experience.

Responsibilities:

Client Communication & Follow-Up

  • Present yourself with a polished, professional presence as the first point of contact for clients, ensuring a welcoming and organized experience.
  • Professionally answer phones, greet clients, and monitor, organize, and respond to multiple firm email inboxes with professionalism and accuracy.
  • Confirm and manage client appointments by updating calendars, protecting principals’ time, and making reminder calls as needed.
  • Assist with reminders and proactive follow-up to ensure clients provide required information on time.
  • Track urgent client requests to ensure they are directed to the right staff member and receive timely responses.
  • Request client reviews (Google, testimonials) to strengthen Strata’s reputation.
  • Prepare meeting rooms with agenda templates, materials, and refreshments.

CRM & Workflow Support

  • Maintain CRM data accuracy, updating records for prospects, clients, and lifecycle stages.
  • Review and update prospects and leads weekly to ensure accurate status tracking and appropriate follow-up.
  • Assist with client onboarding by collecting required information, pre-qualifying new clients, and ensuring CRM workflows are properly set up.
  • Keep CRM workflows (onboarding, service, offboarding, recurring tasks) current and flag areas for improvement.
  • Scan/file incoming documents and apply consistent naming conventions for digital records.

Billing & Accounts Support

  • Support the client billing process by preparing invoices and following up on failed payments or updated payment information.
  • Assist with internal month-end processes such as reconciling bills and reviewing accounts receivable follow-ups.

Office & Administrative Support

  • Ensure the office environment is clean, organized, and professional, including reception, shared spaces, and seasonal upkeep.
  • Restock office and kitchen supplies daily; review inventory weekly and place orders as needed.
  • Open, sort, and distribute mail/packages promptly.
  • Coordinate vendors for software, office supplies, services, or office maintenance needs.
  • Assist team members with general administrative support to ensure workflows run smoothly.

Ad Hoc & Special Projects

  • Support principals with grants, projects, and process improvement initiatives.
  • Assist with planning and coordinating office events, client appreciation activities, and internal celebrations.
  • Maintain and update internal process/reference documents (roles, contact lists, client guides).
  • Coordinate travel arrangements and meeting logistics when required.
  • Handle unexpected urgent issues professionally and efficiently.
  • Assist with tax return trackers and e-filing during peak season.
  • Work extended hours as needed during peak periods such as tax season.

Qualifications

  • Prior experience in administration, client communications, or professional services support.
  • Exceptional written and verbal communication skills; excellent spelling and grammar.
  • Strong organizational skills with a track record of proactive follow-up.
  • Tech-savvy, with experience using CRM platforms, Microsoft 365 (specifically Word & Excel), Google Workspace (G Suite); exposure to QuickBooks Online an asset.
  • Professional presence and client-first attitude, with the ability to set boundaries and protect team focus.
  • Trustworthy with sensitive and confidential information.
  • Open to feedback and professional development aligned with coaching frameworks

Why This Role Matters

This role ensures Strata Accounting has an exceptional front stage, polished, responsive, and client-focused, while also supporting the backstage operations that keep the firm efficient. By following through on details, maintaining accurate systems, and proactively supporting both clients and the team, this role ensures Strata projects confidence, reliability, and modern professionalism in every interaction.

About the Strata Group

At Strata, our people – both our team and our clients are our most important asset. Their happiness, growth and success drive everything we do. This goal has shaped our values into five distinct ideas which have formed our core values.

H.E.A.R.T.

  • Honesty: We're transparent in every action, ensuring trust and integrity guide our decisions and interactions.
  • Excellence: Our commitment to first-class client care defines us. We strive to understand and exceed expectations at every turn.
  • Adaptability: We embrace challenges and change, seeing them as opportunities to learn and grow both personally and professionally.
  • Respect: Professionalism and empathy drive us. We treat everyone with respect, fostering a supportive and welcoming environment.
  • Teamwork: United in our goals, we share successes and challenges. Collaboration and open communication are the cornerstones of our strength.

About You

  • You are a highly motivated individual who has a background in bookkeeping.
  • You have a passion for helping clients and coworkers reach their goals.
  • You resonate with our core values.
  • You are a team player who is willing to jump in where needed.
  • You are tech-savvy and willing to learn.
  • You are a self-starter and proactive
  • You like to work in a positive, fun and beautiful work environment

If you don’t exactly fit all of the details above, we encourage you to apply anyway. We don’t hire off of keywords. We are seeking a highly motivated individual who aligns with our core values. If you think you would be a good fit for our team, we would love to hear from you.

Job Types:

Full-time, Permanent

Salary:

Wages to be negotiated based on experience

Benefits:

  • An office environment in the heart of Downtown Gravenhurst
  • Kitchen on-site with the best coffee machine
  • Business casual dress
  • Positive culture
  • Dog friendly
  • Company events and social hours
  • Health Care Spending Account (myHSA)
  • Standup desk
  • Dual monitor workstation

Schedule:

  • 37.5 hours per week
  • Day shift
  • Monday to Friday
  • May need to work extra hours during tax season

Work Location:

In person, downtown Gravenhurst, ON

Please send your resume and cover letter to Rachel Parker rachel.parker@thestratagroup.ca