Accounting/Bookeeping & Administrative Assistant (Construction)

Location: Nisku, AB (on-site with some flexibility)

Company: ProQual Construction & Innovations Inc.

Position Type: Full-time

Reports to: Administrative Manager & General Manager

Who we are

We're a small, tight‑knit team running a fast‑growing construction group of companies. We build with integrity, think like owners, and back each other. Our culture is professional and positive—we take pride in the work, respect the people doing it, and create real opportunities to grow. We live our values: HONESTY in how we communicate and deliver, QUALITY in both craftsmanship and paperwork, BALANCE so people can do great work and still have a life, ACCOUNTABILITY to own outcomes and improve quickly, and INNOVATION to keep refining how we work. Our aim is to empower trusting, high‑performing teams aligned around shared opportunity and growth.

Where this role fits

You'll work primarily with ProQual Construction & Innovations, with additional accounting and administrative support for our sister companies—Aerospect, ProGuard, and Marlex AI. It's a hands‑on role at the centre of a growing operation where your systems, accuracy, and follow‑through will be felt across the group.

Why this role exists

We're growing and need a detail‑driven, systems‑minded coordinator to own accounting workflows and keep our admin engine tight. You'll manage day‑to‑day payables/receivables, payroll and benefits, and keep budgets, reports, and records clean in QuickBooks, Procore, and Hubdoc. If you love organizing information, turning procedures into repeatable results, and keeping many moving pieces accurate—this is your lane.

What you'll do (Core Responsibilities)

Accounting

• Accounts Payable: Collect, file, and organize receipts/bills; process items in Hubdoc for posting to QuickBooks; schedule supplier/subcontractor payments; keep folders and statuses current; update QuickBooks and related spreadsheets.
• Accounts Receivable: Create invoices (progress billing, holdbacks, LEMs, change orders) in QuickBooks Online; attach support; coordinate approvals; post receipts and clear AR; file completed projects correctly across platforms.
• Budgets in Procore: Add Direct Costs (approved status, correct codes/descriptions/attachments) so they flow to the budget; reconcile to expense reports.
• Payroll & Benefits: Approve time in QuickBooks Time; run payroll; process deductions/benefits (Merit/Open Circle); remit source deductions; file/pay PD7A; manage ROEs.
• Month‑end Close: Reconcile bank/credit cards; review P&L detail for coding/GST; record credit card credits; maintain supplier profiles (incl. T5018/GST info).
• Sales Forecast & Reporting: Update the sales forecast and weekly overview; maintain billables/receivables and cash position for meetings.
• Weekly Outlook Report: Compile QuickBooks graphs/tables, AP snapshots, and bank/LOC/Mastercard balances; summarize upcoming payroll, rent, and large payables.

Administrative

• Records: Keep project files tidy in OneDrive and Procore use.
• Procore Admin: Maintain Company/Project Directory; support project setup, kickoff docs, and forms.
• Inventory & Safety: Support inventory tracking; trailer/tool sign‑out; safety bin sign‑in/out; monthly inspections data entry; flag restocking needs, assist with SECOR/COR action plan management (documentation updates, evidence collection, audit readiness).
• Procedures: Use, update, and improve SOPs across accounting/admin; help the team follow the playbook.
• General Support: Assist with data entry, record maintenance, and occasional social posts.

Tools you'll live in

QuickBooks Online, QuickBooks Time, Hubdoc, Procore (Budgets, Direct Costs, Forms, Inspections, Documents), OneDrive/Office (Excel/Word/Adobe Acrobat), ATB Business, CRA/ROE Web, Merit Open Circle.

You'll thrive here if you

• Love checklists, structure, and accuracy (and get a kick out of a reconciled ledger).
• Are coachable, curious, and growth‑oriented—you want to learn the stack and take on more over time.
• Can translate procedures into action and spot gaps before they become problems.
• Communicate clearly with PMs, suppliers, and leadership.

Must‑have qualifications

• 1–3+ years of clerical/administrative experience (A/P, A/R, or payroll exposure is ideal); construction accounting is an asset but not required.
• Hands‑on with QuickBooks Online, Hubdoc (or Dext), and Excel (lookups, linking, basic pivots; comfortable in shared workbooks).
• Proficient with the Microsoft Office Suite and Adobe Acrobat Pro.
• SECOR/COR experience is an asset.

What you'll own (sample weekly rhythm)

• Daily: Hubdoc processing → AP/AR updates → Inbox triage → Procore Direct Costs
• Mon: Weekly Outlook email (AR graph, overdue/due‑soon, AP snapshot, bank & credit status, upcoming big items)
• Tue–Wed: Forecast & scorecard updates; budget reconciliations; supplier follow‑ups
• Thu: Payroll e‑transfers; tax remittances prep; publish/attach/source documents
• Fri: Bank/credit reconciliations; clean‑up tasks; file moves (Done → Waiting for Pay → Completed)

Growth & progression

We're hiring for potential and a strong clerical foundation. You'll start by mastering the day‑to‑day accounting/admin fundamentals (Hubdoc intake, AP/AR hygiene, Procore Direct Costs, payroll prep, document control). As the business evolves, you'll gradually take on deeper responsibility within the accounting/administrative position.

Compensation & details

• Competitive salary + benefits
• Standard business hours with flexibility during peaks (month‑end, payroll days)
• On‑site Nisku shop/office presence is important for this role

When you apply

Please include a presentation letter (cover letter) highlighting a process you improved and how you measured success.

Job Types: Full-time, Permanent

Pay: $48,000.00-$61,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Ability to commute/relocate:

• Nisku, AB: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Bookkeeping: 1 year (required)
• Administrative: 1 year (preferred)

Work Location: In person