Job Description
OFFICE ADMINISTRATOR
Company Overview
At Gatehouse Construction we pride ourselves on building homes that reflect our passion for design, quality and functionality. Our company mandate is that we build homes that we envision living in ourselves! Walking into a Gatehouse home you can immediately feel and see the extra thought and consideration that has gone into our homes. Design + Quality + Functionality.
General requirements (not limited to):
- Provide administrative support as needed for the Gatehouse Group of companies (Developments, Sales, Marketing, Design, Construction, Partners).
- Take meeting minutes as requested and assign action items.
- Drop-off/pick-up documents, cheques, deposits.
- Order/pickup office supplies – maintain office supply inventory.
- Setup meetings, send out meeting requests and keep calendars organized as needed.
- Filter incoming inquiries on the general inquiry email account.
- Answer the main office telephone and take messages/direct calls.
- Send or print documents for signatures, obtain signatures and scan/email to required parties. Manage online docusign.
- Managing active credit accounts with suppliers & applying for new accounts.
- Managing online accounts (BC Hydro, Telus, Shaw, Indeed, etc.) for invoice retrieval.
- Receiving daily mail items and filing accordingly.
- Collecting & submitting to accounting the payment receipts received on our accounts monthly.
- Collect, verify, and submit employee timesheets and expenses.
- Submitting percentage per project to allocate employee hours to accounting.
- Tracking date of hire, 3-month probationary period, 1 year milestones and birthdays, notifying appropriate supervisor and accounting.
- Maintaining company directory.
- Maintaining employee attendance/vacation records.
- Data entry as required.
- Organizing team lunch (monthly). Help with planning on other company events.
- Responsible for arranging all courier and mail correspondence.
- Book training certificates for employees.
- Assist with coordinating equipment services and repairs.
- Other tasks assigned by management.
INVOICES (not limited to):
- Review upon receipt to ensure correct information is stated (billing name, project, PO#, GST#, etc.).
- Obtain approval from site super/PM/etc.
- Stat dec received when necessary.
- Ensure WCB clearance letter is received.
- Creating and submitting internal invoices.
- Calculating 10% holdback when necessary.
- Handle payment inquiries, cheque distribution and mailing, etc..
- Other tasks assigned by management.
MONTHLY DRAWS (not limited to):
- Monthly reconciliation of company credit card statements.
- Obtaining all receipts for purchases made.
- File invoices in folders for PMs.
- Ensure all approved invoices for that month are input into the draw folder.
- Printing all invoices, statements, and summaries for accounting.
- Compile, verify, and print “non project invoicing”.
- Month end payables meetings – approving payments to be released & assisting in mailing and scheduling cheque pick ups with contractors.
- Other tasks assigned by management.
Insurance (not limited to):
- Shop insurance and keep insurance up to date and renew/initiate when required for all Gatehouse group of Companies.
- Build and maintain insurance tracker.
- Obtain insurance signoff from management for renewals and new policies.
- Other tasks assigned by management.
Job Type: Full-time
Salary: $22.00-$28.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Profit sharing
- RRSP match
- Vision care
Schedule:
Supplemental pay types:
Ability to commute/relocate:
- Chilliwack, BC V2P 7Z5: reliably commute or plan to relocate before starting work (required)
Language:
Work Location: In person
Expected start date: 2023-07-31
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