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Office Coordinator/Executive Assistant

Reference ID: 550
Management and Executive
Full Time
Burnaby, BC     

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Our client specializes in constructing high-value waterscapes and has built a very successful business build upon passion and dedication to their work. This client is looking for a professional, dedicated Office Coordinator/Executive Assistant to join their team in a permanent, full-time role. The chosen candidate is one who will be able to coordinate a variety of tasks within the very busy office, support four project and sales managers, while maintaining a positive attitude to accompany the firm’s environment.


Conduct cash sales for retail parts
Manage office supplies & equipment
Take minutes at weekly management meetings and follow up on
interdepartmental projects and To Dos
Managing the office filing system
Creating and managing project files
Manage the warranty administration system (360°)
Ordering Materials & Support Project Coordinator
Coordinate the scheduling of sub trades and sub-contractors
WCB Letters of Clearance
Matching PO’s to invoices
A/P All entry/postings, supplier & billing verification and payment of bills after
President approvals
Mid-month & month-end payables
Ensure tax numbers are valid.
T5018 Reports
Coordinate WCB clearance letters for sub trades
Manage and execute vendor rebate programs (PEP, PIP, others)
Basic AR, Payroll & GL tasks/data entry:
Basic Customer Invoice, Progress Claims & Cost Plus invoicing & posting
Manage petty cash and travel cash accounts
Assist with deposit and invoice posting
Compile timesheets, enter timecards, manage payroll data, process Payroll for direct
Reception - by phone and in person
WCB injury reports and claim management
Other duties as required

Desired Attributes:

At least five years’ experience coordinating the office operations of a small to medium-sized business
Creating and/or managing complex filing systems
Coordinating and scheduling project activities
Managing reception and correspondence activities
Advanced skills in MS Office applications (Word, Excel, Internet Explorer)
Basic accounting skills, including experience with accounting software (Accpac mandatory)
Intermediate to advanced skills in MS Excel in creating and working with complex
spreadsheets that incorporate calculations, multiple worksheets, and macros
Strong command of verbal and written communications in English
A positive, can do, attitude, resilient in the face of the stress in a busy small business
Highly organized, SELF STARTER
Experience with long term planning, task list management, and following up on
A certificate or diploma in office/business administration; ideal (but not mandatory)
Skilled in Accpac ERP 300/2016 GL, AP, AR, Bank and Payroll modules
Skilled in Word, Excel (intermediate) and Adobe
Skilled in computers Windows 7 to 10

Bonus Skills:

Construction industry (or related) experience; ideal (but not mandatory).
Forklift operator certificate
Mandarin as a second language


Competitive, dependent upon on: skills, education and experience.
Compensation includes a base salary, medical, extended health and dental

Posted: January 20, 2017
Closes:March 21, 2017
Email Address:
Company Info
1-10 employees
Staffing, Recruiting, HR Outsourcing

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