Who We Are
Avalon is a cloud accounting firm that helps small businesses succeed. We believe that when small business owners get the right advice and support, they’re more likely to thrive.
We’re a team of number nerds who care about doing great work and making things better. We keep things professional but friendly, and we’re not big on corporate jargon. We value simplicity, curiosity, collaboration, and a good sense of humour.
If you’re self-motivated, thrive in a fast-paced setting, and appreciate clear expectations and straightforward support, you’ll likely enjoy working here.
The Role
We’re looking for an Office Administrator to support our internal team and help ensure day-to-day operations run smoothly. This role involves a mix of administrative responsibilities that support both client work and internal projects.
You’ll work closely with our Operations Manager and support other teams with a variety of ongoing admin tasks.
This is a part-time, remote role with a guaranteed minimum of 20 hours per week.
We’re flexible on scheduling, though availability during 9–5 Pacific Time is preferred.
Key Responsibilities
Client and Team Communication
- Communicate with clients to request documents and provide status updates.
- Send tax and financial documents for signature and file with the CRA.
- Direct incoming phone calls and emails to the appropriate team member.
Administrative Support & System Management
- Maintain and organize internal files and databases (e.g. Google Drive).
- Prepare internal reports for the management team.
- Manage administrative and tech-related requests from internal teams.
- Set up and maintain access to internal softwares and tools (Karbon, Slack, Humi, Typeform, etc.).
- Manage 1Password vaults to ensure team members have the required access to client and company accounts.
Onboarding and Offboarding
- Coordinate administrative tasks for new and departing clients.
- Manage administrative tasks for employee onboarding and offboarding.
Internal Projects and Team Initiatives
- Contribute to internal projects such as process improvements, data clean-up, or tech rollouts
- Prepare and send out employee and client gifts
- Provide administrative support for internal events and team initiatives
Who You Are
You’re someone who is organized, reliable, and able to manage multiple responsibilities at once. You enjoy keeping things running smoothly and are comfortable working both independently and as part of a team. You don’t need a lot of direction once you’re up to speed, but you’re not afraid to ask questions or suggest improvements along the way.
You’re a good fit for this role if you are:
- A natural organizer who can juggle tasks and stay on top of deadlines
- Tech-savvy and curious — even if you don’t know all our tools yet, you’re confident learning them
- A strong communicator (written and verbal), comfortable talking to clients and collaborating with the team
- Detail-oriented and thorough — you take pride in doing things properly and catching the little things
- Proactive and thoughtful — you like to find better ways to do things and speak up when you see opportunities
- You’re comfortable working independently and know when to ask questions. We’ll make sure you have the training and support you need to get started — but we need you to become autonomous.
- Based in Canada. Bonus if you are based in Victoria (where our headquarters are), but not a requirement.
Qualifications
- At least 2 years of experience in an administrative role (experience in an accounting or professional services firm is an asset)
- Experience with digital file management and cloud-based software
- Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, etc.)
- Familiarity with tools like Slack, 1Password, Karbon, and Humi is an asset (or a willingness to learn)
- Comfortable working with spreadsheets, including basic data entry and reporting
- Quick to learn, resourceful, and capable of working with minimal supervision
- Able to prioritize tasks and manage time effectively to ensure deadlines are met
The Offer
- Base pay: $20–$26/hour, depending on experience
- Health benefits: MyFlex plan with Equitable Life - a cafeteria-style plan covering things like medical, dental, or a healthcare spending account
- Profit sharing: When the company does well, we share the success. While it’s not guaranteed every year, we aim to recognize strong performance and support long-term sustainability.
- Vacation & sick days:
- We’ll pay you out the equivalent of 4 weeks’ vacation on each pay (at 8% of earnings).
- 5 paid sick days per year
How to Apply?
- Apply here or click on click on the “Apply for position” button below.
- You will be asked to fill out a quick survey. It should take about 5-10 minutes to fill out and it just helps us get a sense of your work experience.
- If we’re interested in moving forward, we’ll be reaching out to schedule some interviews.
- 1st Interview: 30 minute meeting that is all about getting to know you — your background, working style, and how you might fit into the team.
- 2nd Interview: If it feels like a good fit, we’ll invite you to a second interview to dive deeper into the role and day-to-day work.
Meet the Team!
Get to know the faces behind Avalon:
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