R. Hayer Development LTD is seeking a highly organized and detail-oriented Administrative Assistant & Bookkeeper to support the day-to-day operations of our growing construction and development company. This role combines administrative support, project coordination, bookkeeping, and communication with consultants, suppliers, trades, and municipal departments, including the City of Vancouver.
The ideal candidate will be proactive, organized, and comfortable managing multiple projects simultaneously while maintaining accurate financial and project records.
Key Responsibilities
Bookkeeping & Financial Administration
- Track all accounts payable and accounts receivable.
- Monitor invoices received and ensure timely payment processing.
- Track outstanding invoices and follow up on payments.
- Record expenses and income for each construction project.
- Maintain organized financial records and supporting documentation.
- Reconcile invoices, receipts, and project expenditures.
- Prepare monthly bookkeeping summaries for the company accountant.
- Assist with payroll administration and subcontractor payment tracking.
- Monitor project budgets and report cost variances to owner.
Project Administration
- Maintain project tracking spreadsheets and job cost reports.
- Organize all projects by property address and project name.
- Track permit applications, inspections, and project milestones.
- Maintain digital filing systems for contracts, permits, drawings, invoices, and correspondence.
- Assist in coordinating schedules with trades, consultants, suppliers, and inspectors.
- Prepare reports and updates for management regarding project status.
Email & Communication Management
- Manage incoming and outgoing company emails.
- Draft professional correspondence on behalf of the owner.
- Communicate with municipal departments, including the City of Vancouver.
- Coordinate with architects, engineers, designers, consultants, and subcontractors.
- Follow up on outstanding requests, permit applications, and project-related matters.
- Schedule meetings, site visits, and inspections as required.
General Administrative Support
- Answer phone calls and respond to inquiries.
- Maintain calendars and appointment schedules.
- Order office and project-related supplies when needed.
- Assist with document preparation, data entry, and report generation.
- Support company operations with additional administrative duties as assigned.
Qualifications
- Previous experience in bookkeeping, administration, or construction office management preferred.
- Proficiency in Microsoft Excel, Word, Outlook, and Google Workspace.
- Experience with bookkeeping software
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to work independently and manage multiple priorities.
- Knowledge of construction, development, permitting, or municipal processes is considered an asset.
Preferred Skills
- Construction industry experience.
- Understanding of job costing and project budgeting.
- Familiarity with City of Vancouver permitting and development processes.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and professionalism.
Compensation
Compensation will be based on experience, qualifications, and skill level.
About Us
R.Hayer Development LTD is a residential development and construction company focused on delivering high-quality homes throughout Vancouver. We are looking for a reliable team member who can help keep projects organized, finances up to date, and communication flowing efficiently between all parties involved.
Job Type: Part-time
Pay: $19.39-$29.67 per hour
Work Location: Hybrid remote in Vancouver, BC
