Our client is a growing engineering firm providing specialized professional services across Western Canada. Known for its technical expertise, collaborative culture, and commitment to delivering exceptional client service, the company is continuing to expand and is seeking an organized, proactive, and detail-oriented Administrative & Finance Coordinator to support its growing team.

This role offers the opportunity to become a key contributor within a close-knit organization, providing a blend of project administration, executive support, and financial coordination.

Position Overview

Reporting directly to leadership and working closely with an external accounting firm, the Administrative & Finance Coordinator will support the day-to-day administrative and financial operations of the business. Approximately 50% of the role focuses on administration, project coordination, executive assistance, and marketing support, while the remaining 50% supports invoicing, bookkeeping, payroll, and accounting administration.

This position is ideal for an experienced administrator who enjoys a diverse role and has an interest in developing their accounting knowledge. Previous bookkeeping experience is an asset but not required for someone with a strong administrative background and a willingness to learn.

Key Responsibilities

Administrative & Project Coordination

Provide administrative support to leadership and project teams. Coordinate project documentation, schedules, and internal tracking. Prepare client fee proposals, reports, presentations, and project documentation. Provide executive support, including calendar management, meeting coordination, and follow-up. Assist with marketing materials, proposal submissions, and business development administration. Maintain office records, files, and administrative processes while supporting overall office operations.

Finance & Accounting Support

Prepare and process client invoices for engineering projects. Assist with bank reconciliations, payment processing, and bookkeeping activities. Support accounts payable and accounts receivable functions. Liaise with the external accounting firm by providing payroll and financial documentation. Support payroll administration using Payworks. Maintain accurate financial records and assist with month-end administrative processes.

Qualifications

3+ years of administrative experience in engineering, construction, professional services, or a similar office environment. Strong organizational and time management skills with the ability to manage multiple priorities. Excellent attention to detail and accuracy. Strong communication and interpersonal skills. Self-motivated with the ability to work independently. Proficient with Microsoft Office (Word, Excel, Outlook, Teams). Preferred Experience Project administration or coordination. Invoicing, bookkeeping, payroll, or accounting support. Experience supporting professional service organizations. Interest in expanding financial and accounting knowledge. Comfortable working in a growing, evolving business. Systems QuickBooks (preferred) Payworks Microsoft Office Suite Experience with project management or business software is considered an asset.

If you're looking for an opportunity where you can make a meaningful impact, expand your skills, and grow alongside a successful engineering firm, we'd love to hear from you.