Remote Administrative Assistant (Part-Time) – Long-Term Role at Canadian Accounting Firm

We are a growing remote Canadian accounting and tax firm looking to hire two part-time Administrative Assistants to support our team during tax season and beyond. These positions begin with light onboarding and training immediately, with core work starting January–June 2026, and ongoing year-round part-time support afterward.

We’re looking for proactive, detail-oriented, tech-savvy admins who communicate clearly, follow structured processes, and enjoy supporting a busy accounting workflow.

You’ll work directly with our accountants, senior admin, and leadership team to keep client work organized, moving, and completed on time.

About Us

We are a fully remote accounting firm serving clients across Canada. Our team values:

Clear communication

Reliability

Accuracy and organization

Technology-forward workflows

A friendly, supportive environment

Long-term relationships with our team and clients

If you enjoy structured work, well-defined SOPs, and helping clients have a smoother experience, you’ll fit right in.

Key Responsibilities

These responsibilities come from our internal SOPs and real admin tasks inside a working Canadian accounting practice.

Client Communication & Support

Respond to client emails through our shared inbox using templates and SOPs

Manage client questions, intake issues, file requests, and follow-ups

Send reminders for missing documents based on workflow status

Handle voicemail follow-up and message routing

TaxDome / Workflow Management

Assign tasks to clients inside TaxDome

Upload documents and organize client folders

Track outstanding items and due dates

Move jobs through workflow stages accurately

Tag and categorize client communications

Set up new clients on our pipelines

Document Management

Review uploaded files for completeness

Rename, categorize, and file documents based on firm standards

Prepare document packages for accountants

Assemble PDFs for client signature

Organize CRA correspondence

CRA / Government Support Tasks

(No tax expertise required — SOPs and templates provided)

Retrieve CRA letters and notices

Download client CRA documents (NOAs, account statements, slips)

Forward CRA requests to appropriate accountant

Track audit/review deadlines

Log correspondence for recordkeeping

Admin & Operations Support

Create and send engagement letters

Issue invoices and follow-up reminders

Record offline payments (e-transfers, cheques)

Perform basic data entry

Clean up client folders and archive files

Assist with monthly outreach (template-based)

Monitor appointment bookings and notify team

Requirements

Excellent English communication (written and verbal)

Strong attention to detail and accuracy

Ability to follow SOPs and structured workflow steps

Comfort using multiple cloud-based tools

Experience with any of the following is a bonus:

TaxDome

Google Workspace

QuickBooks Online

CRM or ticketing systems

Ability to work independently and ask questions when unclear

Quiet work environment and strong internet connection

Commitment to confidentiality and professionalism

Soft Skills We Value

Proactive — takes initiative without waiting for instruction

Organized — keeps tasks on track without reminders

Calm — even under pressure during tax season

Friendly — communicates professionally with clients

Tech-forward — comfortable learning AI-assisted workflows

Reliable — we can count on you to follow the process correctly

Availability

Start date: As soon as possible (training begins now)

Hours: 10–20 hours/week initially

Peak period (Feb–May 2026): Up to 20–30 hours/week

Time of day: Flexible, but must overlap with 9am–9pm ET for 3–5 hours

Long-term position after tax season

Compensation

Hourly contract on Upwork

Competitive rate based on experience

Long-term recurring work for strong performers

Raises available based on reliability & performance

How to Apply

Please answer the following questions at the top of your proposal:

What experience do you have with administrative work in a remote environment?

Have you used tools like TaxDome, CRMs, client portals, or workflow systems before?

Describe a time you followed strict procedures or SOPs — how did you ensure accuracy?

What hours can you work each week from now through June 2026?

Why do you think you would be a good fit for a remote accounting admin role?

We’re hiring two people and reviewing applications immediately.

If you’re organized, reliable, and excited to join a growing Canadian accounting firm, we’d love to hear from you!