Job Description

About Us

Douglas J. Bergen & Associates Ltd. has been a leader in design, planning, and real estate development since 1985. Our portfolio includes a diverse range of residential, commercial, and planning services, from large-scale residential developments to detailed single-family home renovations. We are committed to providing quality service, exceptional design, and functional solutions that exceed client expectations in aesthetics and durability.

We are a dynamic land development, property management, drafting and construction company specializing in high-quality residential and commercial projects. Our team values accuracy, efficiency, and excellent communication. We are looking for a motivated Administrative Assistant with bookkeeping experience to support daily operations and keep our office running smoothly.

Position Overview

The Administrative Assistant / Bookkeeper will provide comprehensive administrative, clerical, and financial support to ensure efficient office operations. This role involves coordinating project documentation, tenant communication, lease administration, maintaining organized records, and performing day-to-day bookkeeping functions. This role requires strong organizational skills, excellent communication, and the ability to manage sensitive information with professionalism. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced multi company environment.

Key Responsibilities

Administrative & Office Support

Manage incoming calls, emails, mail, maintenance requests and general inquiries. Maintain organized filing systems for project documents, drawings, permits, contracts, leases, tenant records, inspection reports, and correspondence. Schedule meetings, site visits, and project-related appointments. Coordinate communications between clients, subcontractors, suppliers, and internal team members. Maintain office supplies and equipment. Support office staff with administrative tasks as needed. Prepare lease agreements, renewals, notices, and tenant communications. Support property managers with inspections, move-ins, and move-outs. Coordinate vendor and contractor communication for maintenance and repairs. Assist with drafting notices related to rent increases, arrears, policies, and compliance.

Bookkeeping & Financial Support

Process accounts payable and accounts receivable. Prepare and send invoices; follow up on outstanding payments. Reconcile bank accounts, credit card statements, and vendor accounts. Maintain accurate financial records in accounting software (e.g., QuickBooks). Assist with month-end reporting and providing documents for the accountant. Track project expenses, purchase orders, and job costing. Track property expenses, utilities, maintenance costs, and allocate charges to appropriate properties. Assist with budgeting, rent roll updates, and financial data entry in accounting or property management systems.

Qualifications

Previous experience in administrative support, preferably within construction, drafting, architecture, property management or related industries. Strong working knowledge of bookkeeping principles. Proficiency with office software (Microsoft Office, Google Workspace) and accounting systems. Familiarity with construction documents, drawings, and permitting processes is an asset. Excellent organizational and multitasking abilities. Strong communication skills--both written and verbal. High attention to detail and accuracy. Ability to maintain confidentiality and handle sensitive information.

Additional Assets

Knowledge of provincial landlord/tenant legislation. Experience interacting with contractors or coordinating maintenance requests.

What We Offer

Competitive compensation and benefits. Supportive, collaborative team environment. Variety in daily tasks and involvement in exciting projects.
Job Types: Full-time, Permanent

Pay: $23.00-$28.00 per hour

Expected hours: 35 per week

Benefits:

Company events Extended health care Mileage reimbursement On-site parking
Ability to commute/relocate:

Coaldale, AB: reliably commute or plan to relocate before starting work (required)
Application question(s):

Describe a time you caught an error before it caused a problem. What was the outcome?
Education:

DCS / DEC (required)
Experience:

Administrative assistant: 3 years (required) Bookkeeping: 3 years (required)
Work Location: In person