Operations & Administrative Coordinator
About the role
Key Responsibilities:
- Bookkeeping & Finance (QuickBooks Tasks)
- Create estimates, invoices, and purchase orders
- Reconcile bank transactions and maintain bookkeeping records
- Process bill payments and manage accounts payable follow-ups
Client Communications
- Answer phones and respond to client inquiries
- Follow up on emails and calls promptly
- Provide frontline client support and escalate issues as needed
- Collaborate with internal teams on active client orders
Client Onboarding & Setup
- Set up new clients and secure audio files
- Use speech-to-text tools to assist with transcription
- Prepare client templates and format documents using macros
Administrative Support
Maintain and update training manuals
Handle filing, sorting mail, and flagging important correspondence
Schedule personal appointments for the manager
Marketing Support
Assist with website updates and light marketing tasks
Human Resources Support
Review job candidates and support the onboarding process
Workflow Management
Monitor project deadlines, delivery schedules, and task follow-ups
Qualifications:
Experience with QuickBooks or other accounting software
Advanced User in Microsoft Office (Word, Excel) and email communication
Proofreading/Editing
Strong organizational and multitasking skills
Excellent verbal and written communication
Experience in administrative support, client services, or operations preferred
Ability to work independently and proactively
Team Player
About Transcription Canada
Founded in 2009, My Other Office has sought to bring flexible customized speech to text solutions and services to clients that require quality accurate results. Since inception, we have expanded our services to meet the needs of our diverse portfolio of customers. We have proudly gained a reputation as a trusted leader in the transcription, court reporting, closed captioning, subtitling, and translation industries in Canada.
Headquartered in Toronto, the hub for business in Ontario, our skilled team proudly produces the highest quality speech to text services on the market. What sets us apart from other transcription services, court reporters, closed captioning, subtitling, and translation firms is that we never outsource. When you choose My Other Office for your speech to text services, you are supporting a local Canadian business. We also stand behind our solutions with both a 100% Satisfaction Guarantee and a Price Guarantee. Whether you are a large company or small business, you can rely on us for time-sensitive projects.
MISSION STATEMENT Our mission is to leverage technology and talent to provide, to our clients, quality accurate timely speech to text solutions, which include transcription, court reporting, closed captioning, subtitling, and translation in Canada.
CORE VALUES We strive to be a leader in speech to text solutions that delivers superior products that are cost-effective and promote efficiency. With customized solutions for transcription services, court reporters, closed captioning, subtitling, we work hand-in-hand with our client's to provide end-to-end solutions to improve your workflow, while maintaining the highest standards for integrity and quality at the lowest rate in Canada.
Operations & Administrative Coordinator
About the role
Key Responsibilities:
- Bookkeeping & Finance (QuickBooks Tasks)
- Create estimates, invoices, and purchase orders
- Reconcile bank transactions and maintain bookkeeping records
- Process bill payments and manage accounts payable follow-ups
Client Communications
- Answer phones and respond to client inquiries
- Follow up on emails and calls promptly
- Provide frontline client support and escalate issues as needed
- Collaborate with internal teams on active client orders
Client Onboarding & Setup
- Set up new clients and secure audio files
- Use speech-to-text tools to assist with transcription
- Prepare client templates and format documents using macros
Administrative Support
Maintain and update training manuals
Handle filing, sorting mail, and flagging important correspondence
Schedule personal appointments for the manager
Marketing Support
Assist with website updates and light marketing tasks
Human Resources Support
Review job candidates and support the onboarding process
Workflow Management
Monitor project deadlines, delivery schedules, and task follow-ups
Qualifications:
Experience with QuickBooks or other accounting software
Advanced User in Microsoft Office (Word, Excel) and email communication
Proofreading/Editing
Strong organizational and multitasking skills
Excellent verbal and written communication
Experience in administrative support, client services, or operations preferred
Ability to work independently and proactively
Team Player
About Transcription Canada
Founded in 2009, My Other Office has sought to bring flexible customized speech to text solutions and services to clients that require quality accurate results. Since inception, we have expanded our services to meet the needs of our diverse portfolio of customers. We have proudly gained a reputation as a trusted leader in the transcription, court reporting, closed captioning, subtitling, and translation industries in Canada.
Headquartered in Toronto, the hub for business in Ontario, our skilled team proudly produces the highest quality speech to text services on the market. What sets us apart from other transcription services, court reporters, closed captioning, subtitling, and translation firms is that we never outsource. When you choose My Other Office for your speech to text services, you are supporting a local Canadian business. We also stand behind our solutions with both a 100% Satisfaction Guarantee and a Price Guarantee. Whether you are a large company or small business, you can rely on us for time-sensitive projects.
MISSION STATEMENT Our mission is to leverage technology and talent to provide, to our clients, quality accurate timely speech to text solutions, which include transcription, court reporting, closed captioning, subtitling, and translation in Canada.
CORE VALUES We strive to be a leader in speech to text solutions that delivers superior products that are cost-effective and promote efficiency. With customized solutions for transcription services, court reporters, closed captioning, subtitling, we work hand-in-hand with our client's to provide end-to-end solutions to improve your workflow, while maintaining the highest standards for integrity and quality at the lowest rate in Canada.