Job Description

Who We Are

Olaya Management & Accounting Inc. is a bilingual (Spanish and English) accounting firm located in North York, Ontario. We provide a full range of services, including GST/HST filings, personal and corporate income taxes, business incorporations and dissolutions, and small business financial advisory.

We currently serve over 500 clients across a wide variety of industries—and we’re growing fast. As our client base expands, so does our need for strong, committed and long-term team members who can help us deliver excellent service and stay organized behind the scenes.

Our team is a mix of experienced professionals and young, motivated talent. We value effort, a positive attitude, and a willingness to learn above all. If you're driven to do meaningful work and grow alongside a supportive team, you’ll feel right at home here.

We’re currently hiring for two positions : one in bookkeeping/accounting and one in office administration . This posting is for the Office Administrator role.

What You’ll Do

As our Office Administrator, you’ll help orchestrate the day-to-day flow of the office. You’ll follow up with clients and check in with different employees and associates to keep tasks moving forward. Your role is to keep everyone connected, organized, and accountable—ensuring communication stays clear and that important tasks don’t stall or get overlooked. You’ll help identify bottlenecks and support the team in keeping momentum across all ongoing work. This role is ideal for someone who brings a positive energy to the office and enjoys working with people.

What You Bring

Required Skills & Experience

• 1+ years in an office admin or client support role preferred. However, junior candidates are welcome if eager to learn.
• Fluency in Spanish and English is required . Strong verbal and written communication skills in both languages
• Strong ability to manage multiple deliverables across clients , using task tracking tools (e.g., Microsoft To Do, Asana, Trello or similar) to stay organized and follow up consistently. This role requires regularly switching between files while keeping track of pending items and ensuring follow-ups happen on time. Proficiency with standard office software (Outlook, Excel, Word) is also required.
• Legally eligible to work in Canada (no sponsorship available)

Bonus (Not Required)

• Experience in accounting firms
• Knowledge of QuickBooks Online

Key Responsibilities

Client Communication & Invoicing

Respond to phone calls, emails, and in-person inquiries—most of which will be in Spanish. Follow up with clients to collect missing documents (such as bank statements or receipts) based on their fiscal year-end and GST/HST requirements.

Send and track invoices using QuickBooks Online, follow up on outstanding payments, and flag to the director any clients who begin showing a pattern of non-payment. Process payments and allocate them to the appropriate client invoices.

Document Management & Office Organization

Take charge of organizing client documents—both physical and digital—to reduce clutter and maintain a clear, long-term storage system. This includes categorizing materials appropriately, such as separating personal vs. business-paid expenses, and distinguishing assets from regular operating costs.

Manage office supplies and place orders when needed. Prepare and send official correspondence via mail or courier, as required.

CRA Authorize a Representative & Issue Tracking

Track clients who have not yet authorized us as representatives on their CRA account and follow up until access is granted. Assist with resolving administrative CRA issues such as locked accounts, registration hurdles, or authorization errors. Provide basic guidance to clients on CRA-related processes when needed. Learn more about the process here:

Client Education & Outreach

Create clear, user-friendly guides in Spanish and English to help clients navigate common CRA processes. Assist in drafting monthly newsletters to share important tips and reminders—such as how to make CRA payments, send documents efficiently, or understand common tax credits like the Trillium Benefit and GST/HST credit.

What Makes You a Great Fit

• Assertive & Proactive: You’re not afraid to follow up politely multiple times, or call CRA when needed.
• Friendly & Bilingual: You’re approachable, professional, and able to speak to our clients in either English or Spanish with ease.
• Tech-Savvy & Curious: You’re comfortable with learning new tools and improving how things are done in the office.
• Team-Oriented: You’re happy to collaborate, keep communication flowing across teams, and support your coworkers when needed.

Work Details

• Location: 1155 Barmac Drive, Unit 2B, North York, ON (fully on-site)
• Hours: Full-time, Monday to Friday
• Wage: $23–$25 per hour to start, commensurate with experience. Strong potential for salary growth based on performance, initiative, and overall contribution.

You may apply here on LinkedIn, or email Olaya directly at olaya.sibello@olaya-ma.com with a brief introduction. Let us know what makes you a strong candidate for this role, and what excites you about working with us.

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