Firms Coordinator - Temporary

Toronto, ON

Employment Type: Temporary Industry: Administrative/Office Support Job Number: 63711
Firms Coordinator
Location: Toronto
Duration: 3-month contract, with potential to extend
Compensation: $20 per hour
Our client, a professional regulatory body, is looking for a Firms Coordinator to join their team! Reporting to the Membership Manager, the Firms Coordinator is responsible for all aspects of the in-take and processing of the following integral processes.


  • Review and approve or prepare for Membership Manager, on behalf of Registrar, review and signoff for name pre-approvals
  • Review applications for firm and/or Certificate of Authorization registration, relevant system updates and Membership Manager, on behalf of Registrar, review and signoff
  • Issue and delivery of Certificate of Registration (COR) or Certificate of Authorization (COA), as applicable, to new firms upon registration
  • Issue and delivery of Limited Liability Partnerships (LLP) confirmation letters
  • Coordination and maintenance of accurate firm records, particularly pertaining to firm structure changes, name changes, closures, mergers, relocations, and contact updates
  • Management and creation of firm web security passwords
  • Liaise with members, both external and internal, by phone, email and mail on various yearly applications and daily tasks
  • Respond to Firm inquiries and escalated Firm calls from Customer Service Centre (CSC)
  • Coordinate the monthly mailing and updating of Professional Liability and Discovery Insurance
  • Respond to requests for information from Standards Enforcement and Discipline
  • Follow up with Members to ensure that Firms providing accounting services to the public are properly registered
  • Proactive data collection and ensuring data accuracy and integrity through weekly and monthly edit reports
  • Ensure all procedures are documented, updated and approved as required
  • Refer firms that have not met their obligations for suspension and/or revocation by the Registrar as appropriate
  • Investigate and resolve Firms misusing the designation
  • Maintain internal APF project plan and timelines, including running and updating Firm edit reports
  • Liaise with various internal stakeholders and departments to update related notification letters, forms, website content, FAQs and training material
  • Respond to Firm inquiries and escalated calls from internal teams and external stakeholders
  • Allocate workflow during the application within the Firms Team
  • Provide training in advance of the application


  • Post-secondary education is preferred
  • 2 to 5 years of work experience is required, preferably within a professional, academic, membership or regulatory body.
  • Prior experience working with complex bylaws, policies and procedures
  • Proven ability to prioritize, multi-task and work well under pressure with high volumes of applications and accountability for meeting deadlines
  • Excellent attention to detail, accuracy and efficient management of membership database systems
  • Advanced proficiency with MS Word, Excel, Access, PowerPoint and Outlook is required
  • Experience with IMIS, CRM, Salesforce or another type of data management system
  • Strong organizational, analytical and communication skills, both verbal and written
  • Excellent interpersonal skills and ability to deal with difficult individuals and situations with diplomacy, in a professional manner, using judgement to escalate
  • Strong time management, organizational and analytical skills required
  • Self-motivated and able to act on own initiative within scope of the position’s responsibilities, using sound judgment and discretion
  • Flexible, able to work independently and within a team environment, with a proven ability to carry out multiple responsibilities simultaneously
  • Must be available to work overtime beyond regular business hours if and when required

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