Administrative Assistant

Administrative Assistant – Construction & Residential Property

Full-Time, Hybrid

Specialty Coatings Co. & The M1 Group | Downtown Vancouver, BC

ABOUT US

Specialty Coatings Co. is a commercial flooring contractor in the Lower Mainland. We specialize in polished concrete, epoxy flooring and floor preparation, and we work with general contractors on commercial, institutional and industrial projects across Metro Vancouver.

The M1 Group is a multi-family investment and asset management company that owns and manages residential rental buildings in Vancouver.

ABOUT THE ROLE

We're looking for an organized, reliable administrative assistant to support two related companies. You'll spend 3 days a week supporting Specialty Coatings Co. remotely, working with our bookkeeper, site leads and estimator to track jobs, quotes and paperwork. You'll spend 2 days a week in The M1 Group's downtown Vancouver office, helping with residential rental documents.

WHAT YOU'LL DO

Specialty Coatings Co. – office and admin (3 days, remote)

•     Enter data in QuickBooks: set up new jobs, enter bills and receipts, and help prepare invoices

•     Prepare statutory declarations for progress billings and holdback releases, and arrange signing and commissioning

•     Manage the company inbox: log new quote requests and send messages to the right person

•     Keep our Asana job board up to date with new jobs, status changes and follow-ups

•     Track quotes sent and follow up with contractors on outstanding quotes

•     Make sure every active job has a signed quote or purchase order

•     Find past quotes, invoices and emails when the team needs them

•     Keep company contact details, addresses and accounts up to date

•     Sort bookkeeping emails and save receipts to Google Drive

•     Help with insurance renewals, WorkSafeBC clearance letters and contractor vendor forms

Specialty Coatings Co. – in person (as needed)

•     Collect and open company mail

•     Deposit cheques at the bank

•     Collect paper receipts from the crew

•     Help set up our new workshop

The M1 Group – residential rental documents (2 days, downtown office)

•     Organize residential tenancy agreements, renewals and addendums

•     Process rental applications and keep tenant files complete and up to date

•     Prepare move-in and move-out condition inspection reports

•     Prepare and track tenant notices, such as rent increases and notices to end tenancy

•     Track security deposits and help follow up on deposit refunds

•     Scan, file and organize leasing documents for each building

WHAT WE'RE LOOKING FOR

Must have

•     Hands-on experience with QuickBooks (Online or Desktop)

•     Fast, accurate data entry

•     Experience preparing statutory declarations for construction billing and holdback releases

•     1+ years of administrative experience in construction or the trades

•     Strong written and spoken English

•     Reliable transportation for local errands

Nice to have

•     Experience with Asana, Procore or other construction software

•     Familiarity with progress billing, holdbacks and lien timelines in BC

•     Experience with residential leasing or property management documents

•     Knowledge of the BC Residential Tenancy Act and RTB forms

•     Comfortable with Gmail, Google Drive and Excel

DETAILS

• Full-time, 40 hours per week

• Hybrid: 2 days per week at The M1 Group office in downtown Vancouver, 3 days remote for Specialty Coatings Co.

• Monday to Friday, 8:00 am – 4:30 pm (flexible start and end times)

• Pay: $30–$35/hour, depending on experience

• •     A confidentiality agreement is required