JOB DESCRIPTION
Operations & Bookkeeping Strategist
Location: Edmonton, Canada
About Us
Bouwen Construction Inc. is a growing construction and renovation company known for quality workmanship, clear communication, and a high standard of care in every project we take on. As our company continues to grow, we are looking for a reliable, detail-oriented, and team-focused individual to join our office in a dynamic bookkeeping and administrative support role.
This position supports many moving parts of the business, including bookkeeping, payroll, accounting support, office organization, project administration, and general day-to-day office needs. The right person will be organized, trustworthy, adaptable, and able to stay focused while supporting a busy and growing team.
About The Role
The Operations & Bookkeeping Strategist role is perfect for someone who enjoys variety, takes pride in accuracy, and loves being part of a team where no two days look exactly the same. This is a dynamic position that supports many parts of our growing office, including bookkeeping, payroll support, accounting, project administration, office organization, supplies, and general team support. Under the direction of the Company Owner and Operations Officer.
We are looking for a very unique person — someone who may self-identify as a “unicorn.” The kind of person who is detail-focused but still easygoing. Professional but approachable. Independent but team oriented. Organized but flexible enough to pivot when priorities change.
The right person will be able to manage multiple tasks, move between priorities, and support different members of the team while maintaining accuracy and follow-through. They will take pride in their work, care about doing things properly, and bring a positive, dependable presence to the office.
This role is best suited for someone who enjoys helping things run smoothly behind the scenes, is comfortable asking questions when needed, is comfortable with feedback and can balance structure, accuracy, flexibility, and teamwork in a busy office environment. All resumes should be submitted via email at [email protected]
Key Responsibilities including but not limited to:
● Maintain a high degree of discretion and confidentiality on all internal and external company matters.
● Provide consistent, reliable daily on-site office support within the scope of the role.
● Support clear communication and coordination between office staff, field teams, and a third-party agency.
● Assist with organizing work, tracking open items, and following through on tasks to completion. Always ensuring to close the loop with the leadership team.
● Represent Bouwen Construction Inc. values of Communication, Leadership, Professionalism & Attention to Detail.
● Follow established systems and processes. Learn current workflows and propose improvements upon demonstrating consistent execution.
● Maintain accurate and consistent use of project management software.
● Maintain and follow existing QuickBooks and software settings and processes. Any changes to system setup or configuration requires prior approval to protect data integrity.
Bookkeeping & Accounting Coordination
● Manage day-to-day bookkeeping tasks
● Enter bills, receipts, invoices, and expenses accurately
● Support accounts payable and accounts receivable processes
● Assist with bank and credit card reconciliations
● Help maintain accurate financial records
● Support payroll processing and related documentation
● Assist with GST, payroll remittance, and other filing preparation as needed
● Track project-related costs and ensure expenses are coded correctly
● Support invoice preparation and client billing when required
● Maintain organized digital and physical accounting records
● Work with management and/or external accountants as needed
Systems & Process Support
· Support accurate and timely data entry in Job Tread, QuickBooks, and related company systems
· Help ensure project, vendor, and cost information is properly logged and aligned across platforms
· Follow and help refine standard operating procedures, templates, and workflows
· Identify discrepancies, missing information, or process gaps and bring them forward proactively
· Assist in maintaining consistency, accuracy, and efficiency in financial and administrative processes
Administrative Support
● Support general office operations and organization
● Answer or direct phone calls and emails when required
● Order and maintain office supplies
● Keep office documents, forms, and folders organized
● Assist with filing, scanning, saving, and naming documents properly
● Help maintain internal systems, trackers, and spreadsheets
● Support staff with administrative tasks as needed
● Assist with scheduling, reminders, follow-ups, and office coordination
● Help prepare documents, templates, reports, and forms
● Maintain a clean, organized, and professional office environment
Project & Team Support
● Assist project coordinators, management, and office staff with support tasks
● Help organize project documentation and client files
● Support project cost tracking and documentation
● Assist with saving contracts, estimates, invoices, permits, and related project documents
● Help ensure information is easy for the team to find and use
● Support the team with process improvements and administrative follow-through
● Help maintain consistency in file naming, folder organization, and documentation standards
Client & Brand Experience
● Support a professional, organized, and welcoming office environment.
● Assist with client-related documents, files, forms, invoices, and project information.
● Help ensure client information is accurate, organized, and easy for the team to access.
● Support timely follow-up on administrative items that affect the client experience.
● Assist with preparing, saving, and organizing polished client-facing documents.
● Help maintain consistency in file naming, folder organization, and document presentation.
● Communicate with clients, trades, suppliers, and team members in a professional and respectful manner when required.
● Support the team in keeping projects organized from an administrative and financial perspective.
● Help ensure invoices, payments, receipts, and project-related documents are handled with accuracy and care.
● Protect confidential client, employee, and company information.
● Look for small ways to improve the client and team experience through organization, follow-through, and attention to detail.
● Represent Bouwen’s values through reliability, professionalism, kindness, and accountability.
Initial Success Measures (First 30 Days):
● Receipts, AP Documentation & Weekly Processing Readiness
● Time Entry & Cut-Off Compliance
● Filing, Naming Conventions & Administrative Consistency
● Professional Communication & Follow-Through
Intermediate Success Measures (First 60 Days)
● Accounts Payable Documentation Accuracy & Organization
● Time Entry Coordination & Cut-Off Compliance
● Filing, Naming Conventions & Document Control
● Executive & Office Support Reliability
● Professional Communication & Follow-Through
● System Discipline & Process Adherence
Established Success Measures (First 90 Days)
● Independent Administrative & Executive Support
● Consistent AP & Receipt Processing Readiness
● Proactive Time Entry & Documentation Follow-Up
● Process Awareness & Improvement Identification
● Strong Coordination Between Office, Field & Third Parties
● Trusted Confidentiality, Accuracy & Accountability
Qualifications:
● Strong organizational and time management skills.
● Proficiency in Google Drive platform, Microsoft 365 office software, and QuickBooks Online (or similar construction project management software).
● Experience with SharePoint/Adobe/Smartsheet considered an asset (training provided where needed)
● Minimum of 3 years of experience in an Administration & Assistant related position. Diploma or degree in Business Administration, or related field.
● Knowledge of accounts payables and accounts receivable.
● Excellent communication and interpersonal skills.
● Ability to handle confidential information with discretion.
● Experience in document management and preparation of reports.
● Capable of multitasking and meeting tight deadlines in a dynamic environment.
● Experience in bookkeeping, accounting administration, or office administration
● Experience with QuickBooks
● Experience with Job Tread or similar construction/project management software is an asset
● Experience in construction, renovation, trades, or project-based environments is strongly preferred
● Strong understanding of expense coding, reconciliations, invoicing, and financial documentation
● Comfortable learning internal systems, processes, and company-specific coding structures
● Successful applicant must have access to reliable transportation.
● Must reside in the Edmonton area for this position in office.
Work Environment/Ideal Fit
This is an in-office role. The Bookkeeper/Administrative Coordinator must be able to work independently with minimal supervision, while also contributing effectively as part of a team.
Employees are expected to maintain a professional, organized workspace that is comfortable and free from unnecessary distractions.
● Loves structure, accuracy, and keeping things organized
● Enjoys being both high-level and hands-on
● Can shift between bookkeeping, administration, team support, and coordination with ease
● Takes pride in being reliable, accountable, polished, and thorough
● Understands that excellent service applies not only to clients, but to the internal team as well
● Enjoys working in a growing company where flexibility, initiative, and ownership matter
Equipment & Software
All equipment and software are supplied by Bouwen Construction Inc. to carry out the day-to-day activities of the role.
Apply to this position through [email protected] to be considered for an interview.
Pay: $25.00-$32.00 per hour
Application question(s):
- Do you have Bookkeeping experience?
- This role involves balancing detailed bookkeeping/administrative work with frequent interruptions and changing priorities. Are you able to stay organized, adjust as needed, and pick up where you left off without losing accuracy?
- Do you have QuickBooks Experience?
Work Location: In person
