Administrative Clerk

6 months ago

Vancouver, Canada Henriquez Partners Architects Full time

_Henriquez Partners Architects is a full-service architectural design firm that works closely with our clients to create buildings that are culturally, economically and environmentally sustainable. We see every project as an opportunity to enrich local communities by seamlessly integrating ethics and aesthetics. Informed by this credo and by an unwavering commitment to design integrity, we have consistently demonstrated the ability to manage projects from design through to construction, and the technical expertise to create structures that stand the test of time. _
- We excel at large and complex mixed-use projects, such as the 1 million square foot TELUS Garden development, Woodward’s redevelopment, Mirvish Village site at Toronto, and most recently the Oakridge redevelopment spanning 28-acres making it the largest development in Vancouver’s history. _

The Administrative Clerk jointly reports to the Director of Construction Administration and the Controller and supports the administration of projects in construction as well as accounting. This position also provides coverage for Reception lunch breaks and absences.

**CONSTRUCTION ADMINISTRATION**

This function reports to the Director of Construction Administration and supports Project Architects, Associates and Directors in carrying out all construction administration services commencing with the contract for construction and terminating when the final certificate of payment has been issued.

ROLES AND RESPONSIBILITES
- Internal/External coordination with the design team and consultants; communicating deadline requirements and tasks (Shop Drawing, RFI, Change Request, CO/CCO, Site Review, Permit).
- Preparing and/or updating transmittals and Review summaries (Shop Drawing, RFI, SI, CO/CCO and COP).
- Tracking and distribution of project samples, preparing sample board.
- Attending weekly construction coordination meetings and assisting Project Mangers with meeting preparation and taking minutes.
- Close Out: Creating checklists and charts for occupancy documents; Preparing schedules; Preparing and sending out occupancy documents; preparing Deficiency reports and substantial performance documents for close-out file.
- New Project Flows; Creating templates and uploading to server; Compiling list of consultants for Project Directory.
- Filing and organization of documents and drawings for all projects during construction.
- Archiving completed projects.

**ACCOUNTING ADMINISTRATION**

This function supports the Controller with day-to-day accounting duties.

ROLES AND RESPONSIBILITES
- Assist with AP by entering invoices and preparing payments.
- Assist with AR process by creating and processing monthly invoices.
- Prepare monthly consultant billing reports for Project Manager approval.
- Reconcile monthly visa statements and receipts.
- Coordinate vacation requests and reconcile tracking records.
- Filing and other administrative duties as directed.

**REQUIRED SKILLS / EXPERIENCE**:

- Post-Secondary required; University Degree in Business Administration preferred.
- Previous office experience in administration and accounting.
- The ability to multi-task, be proactive, and be organized.
- Highly proficient with Outlook, Excel and Adobe Acrobat.
- Strong interpersonal skills.
- A great attitude and outlook to join our team.
- Interest in construction and architecture an asset.
- Excellent oral and written skills.

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$65,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
- Profit sharing
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative: 1 year (required)
- Accounting related: 1 year (preferred)

Work Location: In person

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