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.
- 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.
- Reconcile bank accounts, credit card statements, and vendor accounts.
- Maintain accurate financial records in accounting software (e.g., QuickBooks).
- Track property expenses, utilities, maintenance costs, and allocate charges to appropriate properties.
- Assist with 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.
- 1-3 years of QuickBooks desktop or Online experience is preferred.
- Proficiency with office software (Microsoft Office, Google Workspace).
- 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
Benefits:
- Company events
- Extended health care
- On-site parking
Ability to commute/relocate:
- Coaldale, AB T1M 1H2: 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:
Experience:
- QuickBooks: 1 year (required)
- Administrative assistant: 3 years (preferred)
Work Location: In person
