The Practice Administrator will work hand in hand with our Founder & CEO to implement a solid administrative foundation that will support the rapid growth of our firm.

An Office Administrator, HR Assistant and Software Implementation Specialist all rolled into one, the Practice Administrator will be hands-on in helping to establish the systems and processes required to support our clients and employees.

Syncopate operates in a cloud-based environment with an integrated “ecosystem” of apps that support many of our workflows, for example: hiring and staff onboarding; staff time tracking; team collaboration & workflow; client relationship management (CRM); client contracts & billing; and managing our online presence (website, social media posts, etc.).  The Practice Administrator will become “fluent” in each app, working to ensure that each one has been fully implemented and optimized for maximum efficiency.  Documenting processes and identifying areas of opportunity are key expectations for this role.

Additionally, the Practice Administrator will support the hiring and onboarding process for new employees, assist with online marketing efforts, and support client relationship management including client onboarding and billing tasks.

Responsibilities may also include:

• Assisting with the development and monitoring of business performance metrics, including:
  • Generating reports
  • Reconciling reports from multiple systems
  • Reviewing results with management and other team members
• Evaluating the effectiveness of business software
• Responding to client, employee and service provider inquiries

This role is a salary grade 4 which corresponds to Syncopate’s Support job stream level S4.

WHO YOU MIGHT BE

Strong candidates...

• May be experienced Practice Administrators or have developed expertise in a variety of work processes and systems through experience in other roles
• Demonstrably use their business insights to coordinate their team’s efforts and resources to achieve shared objectives
• Are skilled in relevant tools of the accounting profession – Excel, small accounting packages, online collaboration software – and, more importantly, enjoy diving into new systems to learn how to get the best out of them

COMPETENCIES

We are looking for someone with:

• 100% Follow-through: Cares deeply about getting results, stays on top of all responsibilities, and consistently meets deadlines.
• Process & system orientation:  Understands all the moving parts of a process or system and how they connect and affect one another. Can quickly and easily suggest process and system improvements and advise senior leadership on what impact these changes may have.
• Coachable and willing to coach others: Considers themselves a continual learner in all aspects of life – both professionally and personally.  Is willing to learn from anyone regardless of their position or status. Is patient and willing to share their knowledge with others on the team, and with our clients.
• Integrity: Embodies courage and responsibility.  Acts honourably, even when no one is watching.  Is trusted and extends trust to others.
• Strong interpersonal skills: Actively listens.  Seeks first to understand.  Communicates their message clearly and assertively.  Takes a collaborative approach to their work.  Respects diversity of opinion and experience.

WHAT TO EXPECT

In this role you will work start out working approximately 5-10 hours per week. As the firm grows, your hours may increase – at your option – to a full-time position (40 hours per week).  In this role you will work primarily from home.  Interaction with coworkers and client staff takes place mainly over phone and video calls, email and chat.  That said, when public health guidelines permit, you'll be expected to attend in-person meetings in Markham and around the Greater Toronto Area from time to time (e.g. monthly).

You’ll be provided with a laptop, monitor, and an allowance for peripherals (keyboard, mouse).  Working from home, you will provide your own desk, chair, keyboard & mouse, and high-speed internet connection (required).

The salary range for this position is $50,500 to $61,800 on an annualized basis, depending on the candidate’s level of experience, education, and location within the GTA.  Because this is a part-time role, however, the equivalent hourly rate will be paid, which corresponds to $24.30 to $29.71 per hour.  All employees are entitled to 4 weeks annual vacation time off per our Vacation Policy (earned as 8% of hourly wages). After three months of employment, you will be entitled to our Health Care and Wellness Spending account, valued at $1,000 annually (pro-rated in your first year).