Office & Operations Manager
Extek Construction Ltd. | Greater Victoria, BC
Flexible Full-Time | Typically 30–40 Hours per Week | $30–$40/hour
Build More Than a Career
Extek Construction Ltd. is a growing general contracting and excavation company serving Greater Victoria and surrounding areas.
Our work is diverse and includes excavation and civil work, drainage and septic systems, concrete, demolition, renovations, carpentry and general construction.
What connects all of it is the standard we expect from our work and our people.
We believe in quality, integrity, accountability and professionalism. We want people who think ahead, communicate openly, take responsibility for their work and are always looking for ways to improve.
As Extek continues to grow, we're looking for an Office & Operations Manager who can bring those same values to the business side of our company.
This isn't a traditional administrative assistant position.
Yes, there is bookkeeping. There is payroll. There are reports, invoices, documents and plenty of details that need to be managed properly.
But we're looking for someone who can eventually see beyond the task in front of them and understand the business behind it.
Someone who asks:
Why are we doing it this way?
Can we make this process better?
What is the information telling us?
Is there something we're missing?
And, importantly:
How can I help make this company better?
The Role
You'll take responsibility for much of the administrative and financial support that keeps Extek operating.
Your responsibilities will include:
- Day-to-day bookkeeping and financial record keeping
- Accounts payable and accounts receivable
- Customer invoicing and payment tracking
- Payroll preparation and administration
- WorkSafeBC reporting and related documentation
- Employee and subcontractor documentation
- Receipt, purchase and expense management
- Assisting with job costing and project financial tracking
- JobTread project setup and administration
- Contracts, change orders, purchase orders and document control
- Preparing reports, spreadsheets and internal documents
- Permits, insurance certificates and other project documentation
- Monitoring receivables and assisting with collections
- Maintaining organized company and project records
- Developing and improving administrative processes
- Tracking project and company performance
- Assisting management with research, planning and business decisions
- Helping identify opportunities to improve efficiency, profitability and company operations
As you learn the company, we expect the position to grow.
We don't want to permanently hand you a checklist.
We want you to develop enough understanding of Extek that you can help us build a better checklist.
Technology & AI
We believe construction companies need to continue evolving.
Extek actively uses technology, including JobTread and artificial intelligence, to improve how we estimate, organize information, research problems, prepare documents, communicate and make decisions.
You do not need to be an AI expert when you walk through the door.
You do need to be curious, willing to learn and interested in finding better ways to work.
We want someone who is willing to use AI and other technology to:
- Research and organize information
- Analyze project and business data
- Build and improve spreadsheets and reports
- Draft and review documents
- Improve administrative workflows
- Identify missing information or inconsistencies
- Reduce repetitive administrative work
- Help develop better systems and procedures
- Support better business decisions
At the same time, using AI does not remove responsibility for the result.
Information still needs to be checked. Numbers need to make sense. Documents need to be reviewed. If something doesn't look right, we expect you to question it.
Technology should improve good judgement, not replace it.
The Extek Standard
We aren't interested in doing something poorly because it's faster or because "that's how it's always been done."
We expect our team to:
Take ownership.
If something is your responsibility, follow it through.
Think ahead.
Don't just deal with today's problem if you can prevent tomorrow's.
Communicate.
If something doesn't make sense, ask. If you see a problem, say something.
Be accountable.
Mistakes happen. Hiding them or ignoring them creates bigger ones.
Care about quality.
Whether it's a finished construction project, an invoice or a spreadsheet, the details matter.
Keep improving.
Learn new skills. Improve processes. Find better tools. Help the people around you improve as well.
Act with integrity.
Our clients, employees and business partners need to be able to trust the information and commitments that come from our company.
Who We're Looking For
The right person will be highly organized, comfortable with numbers and capable of working independently.
More importantly, you'll have initiative.
You don't need to know everything. We would much rather have someone willing to say "I don't know, but I'll figure it out" than someone willing to confidently provide the wrong answer.
You should be someone who:
- Pays close attention to detail
- Takes pride in producing accurate work
- Can manage multiple priorities
- Is comfortable handling confidential information
- Understands bookkeeping and basic business financials
- Communicates professionally
- Takes responsibility for mistakes
- Can work independently without needing constant direction
- Is willing to question a process when there may be a better way
- Enjoys learning new software and technology
- Is interested in understanding how businesses operate and grow
- Wants their responsibilities to increase as their capabilities increase
Experience
Experience with some combination of the following would be valuable:
- Bookkeeping
- Payroll
- Accounts payable and receivable
- Office or business administration
- Construction administration
- Job costing
- Construction management software
- JobTread
- QuickBooks or similar accounting software
- WorkSafeBC reporting
- Microsoft Excel and Microsoft Office
- Contracts and change orders
- Project documentation
- AI productivity tools
Construction industry experience is preferred, but it isn't necessarily a requirement.
If you have strong bookkeeping, administrative or operational experience and can demonstrate that you learn quickly, solve problems and take ownership, we'd still like to hear from you.
Where This Position Can Go
We're not hiring someone simply to fill an administrative position.
We're looking for someone who can become an important part of how Extek operates.
Initially, you'll spend considerable time learning our systems and taking ownership of bookkeeping, payroll, reporting and administration.
From there, we want you increasingly involved in understanding project performance, improving processes, implementing technology, identifying inefficiencies and helping management make better decisions.
As Extek grows, there is room for this position to grow with it.
If you're looking for a position where the job description never changes, this probably isn't it.
If you want to understand a business, take ownership of an important part of it, introduce better ways of doing things and be able to look back several years from now and see what you helped build, we'd like to hear from you.
Position Details
Position: Office & Operations Manager
Employment: Flexible Full-Time — typically 30–40 hours per week, with hours varying based on workload and business needs
Schedule: Primarily weekday hours with flexibility in scheduling
Location: Greater Victoria, BC
Compensation: $30–$40/hour, based on experience
To Apply
Send us your resume along with a short introduction.
We'd also like you to answer one question:
Tell us about a process, system or problem you improved in a previous position. What wasn't working, what did you change, and what was the result?
We care as much about how you think as we do about the positions you've held.
Pay: $30.00-$45.00 per hour
Expected hours: 25.0 – 40.0 per week
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Application question(s):
- Do you have experience with bookkeeping, payroll, accounts payable and/or accounts receivable?
- Do you have previous office management, business administration or construction administration experience?
- Are you comfortable learning and using AI tools as part of your day-to-day work?
- This position is typically 30–40 hours per week, with hours varying based on workload and business needs. Are you comfortable with this arrangement?
Work Location: In person
