Office Manager — Accounts Payable & Executive Assistant
Company: UrbanAge Homes Location: Edmonton, AB (On-site) Job Type: Full-Time, Permanent Pay: CA$55,000 – CA$70,000 per year (based on experience)
About UrbanAge Homes
UrbanAge Homes is an award-winning residential builder focused on modern design, quality craftsmanship, and community-driven living. We're a CHBA National Award for Housing Excellence winner, a BILD Alberta Awards finalist, and an Awards of Excellence winner — and we're growing fast across the Edmonton region.
We're a small, hands-on team. There's no corporate ladder, no layers of approval, and no shortage of things to own. If you like being the person who actually keeps everything running, you'll like it here.
Position Overview
We're looking for an Office Manager who is the hub of our office — the first face and voice people encounter, and the person quietly making sure nothing falls through the cracks.
This is a genuinely blended role. You'll run the front desk and the day-to-day office, own accounts payable end to end, act as executive assistant to our partners, and manage the paperwork that keeps our builds moving — building and development permits, utility applications, and municipal submissions.
It's a great fit for someone who is highly organized, comfortable switching gears twenty times a day, and confident enough to chase down a trade for a missing invoice or a city clerk for a permit status.
What You'll Do
Office & Reception
- Be the first point of contact — greet clients, trades, suppliers, and walk-ins at reception
- Answer and direct incoming calls and general email inquiries
- Manage office supplies, equipment, courier and mail, and vendor relationships
- Maintain organized digital and physical filing systems
- Coordinate meetings, boardroom bookings, catering, and office events
- Keep the office running smoothly and looking sharp
Accounts Payable
- Receive, code, verify, and enter supplier and trade invoices
- Match invoices to purchase orders and job costs; flag discrepancies before they become problems
- Prepare and process cheque runs, EFTs, and credit card reconciliations
- Manage vendor accounts, statements, and inquiries — and keep trades paid on time
- Track holdbacks, progress draws, and lien-related documentation
- Assist with month-end, expense reports, and supporting documentation for the accountant
- Maintain accurate vendor records and insurance/WCB certificates
Executive Assistant to the Partners
- Manage calendars, schedule meetings, and coordinate travel
- Prepare correspondence, agendas, meeting notes, and follow-up items
- Handle confidential documents and information with discretion
- Track deadlines and keep the partners ahead of what's coming
- Take on ad hoc projects, research, and personal-adjacent tasks as needed
Permits, Utilities & Municipal Coordination
- Prepare and submit development permit and building permit applications across the City of Edmonton and surrounding municipalities
- Coordinate trade permits (electrical, plumbing, gas, HVAC) with accredited agencies
- Submit utility applications and servicing requests (EPCOR, ATCO, telecom providers)
- Manage new home warranty registrations and Alberta Municipal Affairs requirements
- Submit architectural control applications to community developers
- Track permit status, respond to municipal requests for information, and keep the construction team updated on approvals
- Maintain a master tracker of permits, deadlines, and expiries
What You Bring
- 3+ years in an office manager, senior administrative, or executive assistant role
- 2+ years of hands-on accounts payable experience (this is non-negotiable — it's a real part of the job)
- Strong working knowledge of Microsoft Office and accounting software
- Excellent written and verbal communication skills
- Exceptional organization and the ability to juggle competing priorities without dropping any
- Comfortable working independently, with sound judgment and a bias for action
- Professional, warm, and unflappable at the front desk
- High level of discretion with confidential financial and executive information
- Legally entitled to work in Canada
Nice to Have
- Experience in residential construction, home building, or a related trade
- Familiarity with municipal permit portals and Alberta building/safety codes processes
- Experience with construction or accounting software (QuickBooks, Sage, Jonas, Buildertrend, or similar)
- Knowledge of holdbacks, progress draws, and builders' lien basics
- Experience supporting owners or executives in a small-business environment
What We Offer
- Competitive salary based on experience
- A role with real ownership and direct access to the partners
- Fast-growing, entrepreneurial environment with zero corporate red tape
- A team that actually likes working together
- Opportunity to shape how the office runs, not just maintain it
Benefits:
- Casual dress
- Company events
- Extended health care
- Vision care
- Dental care
- On-site gym
- On-site parking
- Paid time off
Schedule: Monday to Friday, 8:00 AM – 4:30 PM
Work Location: In person — 17515 108 Avenue NW, Edmonton, AB
Pay: $55,000.00-$70,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Work Location: In person
