Administrative Assistant/Bookkeeper

About Us

Douglas J. Bergen & Associates Ltd. has been a leader in design, planning, and real estate development since 1985. Our portfolio includes a diverse range of residential, commercial, and planning services, from large-scale residential developments to detailed single-family home renovations. We are committed to providing quality service, exceptional design, and functional solutions that exceed client expectations in aesthetics and durability.

We are a dynamic land development, property management, drafting and construction company specializing in high-quality residential and commercial projects. Our team values accuracy, efficiency, and excellent communication. We are looking for a motivated Administrative Assistant with bookkeeping experience to support daily operations and keep our office running smoothly.

Position Overview

The Administrative Assistant / Bookkeeper will provide comprehensive administrative, clerical, and financial support to ensure efficient office operations. This role involves coordinating project documentation, tenant communication, lease administration, maintaining organized records, and performing day-to-day bookkeeping functions. This role requires strong organizational skills, excellent communication, and the ability to manage sensitive information with professionalism. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced multi company environment.

Key Responsibilities

Administrative & Office Support

• Manage incoming calls, emails, mail, maintenance requests and general inquiries.
• Maintain organized filing systems for project documents, drawings, permits, contracts, leases, tenant records, inspection reports, and correspondence.
• Schedule meetings, site visits, and project-related appointments.
• Coordinate communications between clients, subcontractors, suppliers, and internal team members.
• Maintain office supplies and equipment.
• Support office staff with administrative tasks as needed.
• Prepare lease agreements, renewals, notices, and tenant communications.
• Support property managers with inspections, move-ins, and move-outs.
• Coordinate vendor and contractor communication for maintenance and repairs.
• Assist with drafting notices related to rent increases, arrears, policies, and compliance.

Bookkeeping & Financial Support

• Process accounts payable and accounts receivable.
• Prepare and send invoices; follow up on outstanding payments.
• Reconcile bank accounts, credit card statements, and vendor accounts.
• Maintain accurate financial records in accounting software (e.g., QuickBooks).
• Assist with month-end reporting and providing documents for the accountant.
• Track project expenses, purchase orders, and job costing.
• Track property expenses, utilities, maintenance costs, and allocate charges to appropriate properties.
• Assist with budgeting, rent roll updates, and financial data entry in accounting or property management systems.

Qualifications

• Previous experience in administrative support, preferably within construction, drafting, architecture, property management or related industries.
• Strong working knowledge of bookkeeping principles.
• Proficiency with office software (Microsoft Office, Google Workspace) and accounting systems.
• Familiarity with construction documents, drawings, and permitting processes is an asset.
• Excellent organizational and multitasking abilities.
• Strong communication skills—both written and verbal.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.

Additional Assets

• Knowledge of provincial landlord/tenant legislation.
• Experience interacting with contractors or coordinating maintenance requests.

What We Offer

• Competitive compensation and benefits.
• Supportive, collaborative team environment.
• Variety in daily tasks and involvement in exciting projects.

Job Types: Full-time, Permanent

Pay: $23.00-$28.00 per hour

Expected hours: 35 per week

Benefits:

• Company events
• Extended health care
• Mileage reimbursement
• On-site parking

Ability to commute/relocate:

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

Application question(s):

• Describe a time you caught an error before it caused a problem. What was the outcome?

Education:

• DCS / DEC (required)

Experience:

• Administrative assistant: 3 years (required)
• Bookkeeping: 3 years (required)

Work Location: In person