Administrative / Permit Assistant

Company Description:

Hillcrest Plumbing & Heating is a dynamic and growing service provider, dedicated to delivering exceptional services to our clients. We are seeking a highly motivated and detail-oriented Administrative / Permit Assistant to join our finance team and help us maintain strong financial health.

Job Description:

As a part time Administrative / Permit Assistant at Hillcrest Plumbing & Heating, you will be responsible for answering the phones, locating information, data entry (including AP/AR), filing and assisting management and fellow accounting staff. You will also be responsible for handling all aspects of the municipal permit process from start to finish. This role is critical in ensuring that projects move smoothly and compliantly through various municipalities regulations, inspections and approvals. Your attention to detail, strong communication skills, and ability to work effectively while multitasking, with both internal and external stakeholders will be essential to your success in this role. This is a PART TIME ROLE (5-8 hrs/ day) TWICE A WEEK ( Choice between Monday, Thursday and Friday). This is an IN OFFICE role (no remote option ).

Key Responsibilities:

• Apply for permits with various municipalities on behalf of our company and clients.
• Schedule and coordinate inspections between customers and the respective municipality.
• Track and follow up on permit status to ensure timely approvals.
• Maintain accurate records of all permits, applications and inspection schedules.
• Communicate effectively with clients, municipal staff, and internal team regarding permit requirements, timeliness and updates.
• Answering Phones: Manage incoming calls promptly and professionally, directing them to the appropriate departments or personnel.
• Invoice Management: Locate, organize and assist in processing of invoices to ensure timely payments and accurate record-keeping.
• Responsible for accurately entering data into the system.
• Administrative Support: Provide general administrative support, including data entry, filing, and managing office supplies.
• Document Preparation: Prepare, edit and distribute documents, reports, and correspondence as needed.
• Accounting Assistance: Support the accounting department with basic tasks such as data entry, expense tracking and financial record maintenance using Quickbooks.
• Miscellaneous Tasks: Perform other related duties as assigned to support the overall efficiency of the office.

Qualifications:

• Education: High school diploma or equivalent; an associate degree or relevant certification is a plus.
• Experience: Minimum of 1 -2 years of experience in an administrative of office support role.
• Some accounting experience is beneficial.

Skills:

• Previous experience handling municipal permits or similar regulatory processes is preferred.
• Proficiency in Microsoft Office.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to work both independently and as part of a team.
• Attention to detail and a commitment to accuracy.
• Ability to handle multiple tasks and propitiate effectively.
• Familiarity with Quickbooks.

How to Apply:

If you are a dedicated and detail-oriented professional with a passion for finance, we'd love to hear from you. Please submit your application via Indeed.

Hillcrest Plumbing & Heating is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences. While we appreciate all the candidates for their interest, only those that match the requirements will be contacted. Thank you.

Job Types: Part-time, Permanent

Pay: $20.00-$23.00 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• Flexible schedule
• Vision care

Ability to commute/relocate:

• Vancouver, BC V5V 3M5: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative: 1 year (preferred)
• Accounting: 1 year (preferred)

Work Location: In person