Part‑time administrative assistant

Job summary

We're hiring a part‑time administrative assistant (~20 hrs/week) to keep our back‑office operations organized and on schedule across active projects. This role is ideal for a detail-oriented self-starter who enjoys creating and maintaining systems and processes, is comfortable working with and learning new technology, and wants true school‑hours flexibility within our 7:00–17:00 PT core window. Compensation is $28–$34/hr plus a $1,000 Health Spending Account (each for both employee + spouse) and 3 weeks paid vacation (pro‑rated). We also value work-life boundaries — there is no expectation to respond outside of your scheduled hours.

Location & schedule

• Mostly remote work, with a preference for candidates near Maple Ridge who can attend 1–2 in‑person meetings/month and complete occasional local errands (supplier pick‑ups/form drop‑offs; mileage reimbursed).
• ~20 hrs/week, flexible within 7:00–17:00 PT, Mon–Fri.
• School‑hours flexibility if desired: start/stop times can shift around school drop‑off/pick‑up, with accommodations for early dismissal, pro‑D days, and illness.
• Boundaries: there's no expectation to answer messages outside working hours.

About us

We deliver landscaping, park infrastructure, environmental restoration, and civil construction projects across the Lower Mainland. You'll be the steady back‑office engine—keeping things organized so the owners can focus on jobs and clients.

Key responsibilities

• Compliance calendar: build and maintain a single calendar for deadlines (RFP Q&A/submission, insurance, holdbacks, regulatory deadlines, etc).
• Invoicing support: assist with invoicing and required compliance attachments and organize the files in the project folder.
• Document control: keep files organized in SharePoint. Maintain consistent naming/versioning, and ensure "final" documents are easy to find.
• Safety documentation & compliance support: assist with setting up and maintaining project-specific and ongoing safety requirements in SiteDocs (forms, tracking, reminders, compliance summaries).
• Bookkeeper support: act as the primary liaison for the contract bookkeeper — handle AP/receipt coordination in Dext (receipt collection, naming/tags, supplier email rules), respond to bookkeeping requests, and escalate issues as needed.
• AR & holdbacks: proactively follow up on outstanding invoices, log holdback release deadlines, and prep the draft invoice ahead of the release date.
• HR administration: assist with onboarding/offboarding, and other HR support as required.

Out‑of‑scope

Payroll processing, A/P approvals, bookkeeping/reconciliations (handled by our contract bookkeeper).

Tools you'll use

Microsoft 365 (Outlook, SharePoint/OneDrive), QuickBooks Online (read‑only admin coordination), Dext, Plooto (preparer only), Float, SiteDocs, DocuSign/Adobe Sign.

Working style & equipment

• We provide a laptop, second monitor, and headset/earbuds.
• You provide a distraction free workspace that comfortably fits a laptop and second monitor (or two monitors).
• We expect that scheduled work hours will be during time periods that you can work free from all other obligations and multitasking. We understand emergencies happen and will handle them with flexibility and respect.

Must‑haves

• Process builder: create and maintain strong systems and processes.
• Excellent English.
• Organization & follow‑through.
• SharePoint/Outlook proficiency; tidy filing and naming.
• Open to learning to work with AI and new technology.
• Basic bookkeeping literacy (AR, AP, payroll concepts, bank/CC recs, GST/PST basics).
• Able to attend 1–2 in‑person meetings/month in Maple Ridge; valid B.C. driver's licence and reliable transportation.

Nice‑to‑haves

• Construction admin exposure; progress billing; safety admin.
• SiteDocs or other safety administration tools.
• Fleet/commercial vehicle administration.
• Working knowledge of QuickBooks Online or other accounting software.
• Hands‑on with Dext, Plooto, Float or similar financial/bookkeeping automation apps.
• Power Automate or any experience automating admin tasks.

Compensation & benefits

• $28–$34/hour (good‑faith range, ~20 hrs/week). Candidates who meet the must‑haves typically start toward the lower end; those bringing several nice‑to‑haves and demonstrated impact may start higher in the range.
• $1,000 Health Spending Account (each for both employee + spouse).
• Three weeks paid vacation (pro‑rated).
• Reports to owners; partners with our online bookkeeper (coordination only—not payroll/AP/bookkeeping).

Job Type: Part-time

Pay: $28.00-$34.00 per hour

Expected hours: 20 per week

Benefits:

• Extended health care
• Flexible schedule
• Work from home

Application question(s):

• This role is part‑time (~20 hours/week) with flexible scheduling within Monday–Friday, 7:00 a.m.–5:00 p.m. PT. Can you commit to working ~20 hours/week within this window?
• Can you reliably schedule focused, distraction‑free work blocks during your agreed working hours without splitting your attention between work tasks and other obligations (with occasional flexibility for true emergencies)?
• Most work is remote, but the role requires 1–2 in‑person meetings per month in Maple Ridge and occasional local errands (supplier pick‑ups / form drop‑offs; mileage reimbursed). Can you meet this requirement?
• Provide any details you think may be relevant on past experience automating administrative tasks or streamlining them in other ways.

Experience:

• Amin: 2 years (required)

Work Location: Hybrid remote in Maple Ridge, BC