About us
Invoicing, Contracts & Permits Administrator
with opportunity for Architectural Technologist Summer Student
John Trinh & Associates Inc. – Design & Drafting
Calgary, AB (On-site, Full-Time / Summer Student Opportunity)
Company Overview
John Trinh & Associates Inc. is a design and drafting firm focused on delivering efficient, high-quality permit and development solutions. We work across multiple projects in a fast-paced environment, requiring strong coordination, attention to detail, and proactive problem-solving to keep timelines and operations running smoothly.
Role Overview
We are seeking a highly organized and detail-oriented Invoicing, Contracts & Permits Administrator to manage the full lifecycle of permits while supporting the financial and administrative functions of the business.
This role goes beyond basic administration—it plays a central part in maintaining project flow, financial tracking, and operational efficiency.
We are also open to Architectural Technologist Summer Students who are eager to gain hands-on experience in permit applications, project coordination, and real-world exposure to development processes. This is an excellent learning opportunity for students or recent graduates looking to build practical knowledge in Building Permits (BP) and Development Permits (DP).
Key Responsibilities Permits & Project Coordination
- Manage the full permit lifecycle, including Development Permits (DP) and Building Permits (BP), from application to closeout
- Coordinate with consultants, municipalities, and internal teams to ensure timely submissions and approvals
- Track application statuses and proactively follow up to avoid delays
- Ensure compliance with municipal bylaws, regulations, and requirements
Invoicing & Financial Administration
- Generate and manage invoices using QuickBooks
- Track accounts receivable and follow up on outstanding payments
- Maintain accurate financial records and support basic bookkeeping
- Monitor project billing to ensure alignment with contracts and scope
Contracts & Procurement
- Assist with contract preparation, review, and management
- Support procurement processes and vendor coordination
- Ensure documentation is organized, accurate, and up to date
Administrative & Reporting
- Maintain organized filing systems for permits, contracts, and financial records
- Prepare reports on project status, invoicing, and collections
- Support internal systems and workflows to improve efficiency and transparency
Architectural Technologist Summer Student (Optional Track)
Candidates with an Architectural Technologist background will have the opportunity to:
- Assist with preparation and submission of DP and BP applications
- Interpret and apply local bylaws and building codes
- Support drawing reviews and coordination with design teams
- Gain hands-on experience navigating municipal approval processes
This is a great opportunity for someone looking to learn the permitting process from start to finish and develop practical industry skills.
Qualifications
- Experience in permit coordination, contract administration, or a similar role
- OR currently enrolled in / recently graduated from an Architectural Technologist program
- Knowledge of municipal bylaws and building codes is a strong asset
- Proficiency in QuickBooks (invoicing and basic bookkeeping)
- Understanding of accounts receivable and collections processes
- Proficient in Microsoft Office (Excel, Word, Outlook)
- Strong organizational and multitasking abilities
- Excellent communication skills and ability to coordinate with multiple stakeholders
Why Join Us
- Hands-on exposure to real projects and permit processes
- Opportunity to grow into a more technical or project coordination role
- Fast-paced environment with diverse project experience
- Ideal for someone who wants to learn, contribute, and build a strong foundation in the industry
Job Types: Temporary, Fixed term contract
Contract length: 12 months
Benefits:
- Dental care
- Extended health care
- Paid time off
Work Location: In person
