Job Description

Job Summary

The Administrative Assistant & Bookkeeper supports daily operations by managing administrative and accounting functions while ensuring accurate financial tracking of projects. This role is essential to maintaining structured processes, ensuring reliable financial follow-up, and supporting management decision-making.

Key Responsibilities

Process payroll accurately and in accordance with established schedules. Manage accounts payable and receivable, including entering supplier invoices, issuing customer invoices, and following up on payments and collections. Prepare and execute payments (cheques, EFTs, credit cards). Maintain accurate financial records in the accounting system QuickBooks and ensure data integrity. Monitor project profitability, including actual costs versus budgets, and prepare summary reports for management. Provide daily administrative support, including emails, phone calls, calendars, document preparation, and filing. Coordinate and maintain up-to-date project documentation, including follow-up on site meetings and missing information. Support management with administrative and operational project follow-up, including entering planned employee hours by project.

Required Competencies

Organization & Attention to Detail

Ability to manage multiple administrative and financial tasks accurately, ensuring records, invoices, and documentation are complete and up to date.

Financial & Analytical Thinking

Comfortable working with numbers, tracking job costs, identifying discrepancies, and supporting management with reliable financial information.

Time Management & Prioritization

Ability to organize workload, meet deadlines, and manage competing priorities in a fast-paced environment.

Communication & Interpersonal Skills

Communicates clearly and professionally with supervisors, site personnel, clients, and suppliers to ensure smooth coordination.

Autonomy & Accountability

Works independently, takes ownership of responsibilities, and follows through on tasks without constant supervision.

Problem-Solving

Identifies issues related to documentation, billing, or processes and proposes practical solutions to improve efficiency.

Adaptability & Flexibility

Adjusts to changing priorities, evolving projects, and business needs while maintaining accuracy and consistency.

Qualifications

Diploma in

Office Administration, Accounting, Business Administration

, or equivalent experience. Minimum

2 years of experience

in an administrative or bookkeeping role, preferably in construction or service-based industries. Proficiency with

Microsoft Office

(Excel, Word, Outlook). Experience using

accounting software

such as QuickBooks. Strong written and verbal communication skills in a professional environment.

Assets

Experience in the construction industry. Knowledge of job costing and project-based accounting. Experience with QuickBooks or similar systems.
Employment Type: Full-time or Part-time

Salary Range: $50,000 - $65,000

Benefits: Comprehensive benefits package

Work Schedule: Monday to Friday, 8:30 a.m. - 4:30 p.m.

Language Requirements: Bilingualism in English and French is considered an asset

Job Type: Full-time

Pay: $45,000.00-$65,000.00 per year

Experience:

Administrative Assistant & Bookkeeper: 2 years (required)
Language:

English (preferred) French (preferred)
Work Location: In person