KLM Planning Partners Inc. is a professional consulting firm, established in 1988, providing land use planning and design services across the Greater Toronto Area (GTA), the Greater Golden Horseshoe (GGH), and the Province of Ontario.
We are seeking a highly organized, detail-oriented, and proactive Office Administrator to join our growing team. This full-time position is ideal for a well-rounded problem solver with an entrepreneurial mindset who thrives in a fast-paced environment.
Reporting to the Accounting Manager and Partners, the Office Administrator plays a critical role in supporting day-to-day office operations, handling start-to-end billing cycle, enhancing internal processes, and ensuring efficient financial and administrative workflows.
Key Responsibilities
Office Management & Administration
- Support staff onboarding and training, including contributions to the employee handbook
- Assist with planning and coordinating office events and internal initiatives
- Oversee and continuously improve the electronic filing system to enhance efficiency and organization
- Prepare presentations, communications, and printed materials as required
- Lead or support special projects focused on improving office operations and efficiencies
- Maintain the firm’s online presence across social media platforms
- Provide general administrative and ad hoc support as required
Billing & Accounting Support
- Collaborate with Partners, Project Managers, and the Accounting Manager to create client accounts in a timely manner
- Generate draft billing reports, billing lists, and invoices for review, and finalize for client distribution on a monthly billing cycle
- Monitor timesheets completion and prepare performance tracking reports
- Maintain accurate client and project billing records and ensure compliance with internal and client-specific billing guidelines
- Respond to and resolve billing inquiries, including issues related to invoices, templates, or processes
- Support accounts receivable follow-ups as needed
- Assist with identifying and implementing process improvements and vendor efficiencies
Core Competencies & Skills
- Ability to work independently and proactively in a fast-paced, deadline-driven environment
- Strong organizational, planning, and problem-solving skills with exceptional attention to detail with established procedures
- Excellent communication and interpersonal skills, with a high level of professionalism and discretion
- Ability to manage multiple priorities, including unscheduled requests and ad hoc tasks
- Highly adaptable, self-directed, and comfortable responding to evolving priorities
Qualifications
- Minimum of 2 years of administrative experience supporting multiple senior leaders
- 1–2 years of experience with billing and accounting software such as BillQuick, BQE CORE, QuickBooks, with an understanding of GAAP principles
- Post-secondary education in Accounting, Business Administration, Project Management, or Human Resources
- Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Event planning experience is considered an asset
You’ll Thrive in This Role If You:
- Take pride in being a trusted and reliable team member
- Enjoy supporting both internal teams and external clients
- Have exceptional organizational skills and attention to detail
- Value integrity, accountability, and professionalism
- Are proactive, solutions-oriented, and eager to recommend improvements
- Learn quickly and take initiative with confidence
Why Join KLM Planning Partners?
KLM is an equal opportunity employer offering a competitive compensation package and comprehensive benefits.
As a firm of under 30 professionals, we take pride in maintaining the balance of a mid-sized organization with a close-knit, family-like culture. Our team is collaborative, supportive, and invested in each other’s success—creating an environment where contributions are valued and people genuinely enjoy working together.
Benefits include:
- Company events and team initiatives
- Company pension
- Dental and extended health care
- Flexible scheduling and hybrid work environment
- Mileage reimbursement and on-site parking
- Paid time off and discretionary performance bonuses
Work Location: Hybrid
Pay: $45,000.00-$75,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
Work Location: Hybrid remote in Concord, ON L4K 3P3
