THE OPPORTUNITY
A growing, locally owned construction and home-services company in Truro Heights is hiring a full-time Office Administrator & Bookkeeping Coordinator.
This is a central, hands-on role supporting the owner, field leadership, bookkeepers, and customers. The right person will bring order to a busy office, keep commitments and reporting deadlines visible, make sure information reaches the right person, and follow work through to completion.
This is not a position for someone who waits to be told about every next step. We are looking for a dependable, resourceful administrator who notices gaps, asks good questions, learns systems quickly, protects confidential information, and takes pride in closing the loop.
The role supports bookkeeping and financial administration, but it is not expected to replace the company's bookkeepers or accountant. Success means maintaining complete source records, coordinating deadlines and inputs, preparing accurate administrative information, and escalating discrepancies or decisions to the right person.
WHAT YOU WILL DO
Office, owner, and operations support
- Manage calendars, appointments, reminders, meeting preparation, and follow-up for the owner and operational leaders.
- Maintain a clear task and deadline system, including owners, due dates, status, next actions, and blockers.
- Prepare concise daily and weekly exception lists so urgent customer, financial, or operational issues are acted on.
- Draft and organize correspondence, forms, reports, meeting notes, and internal handoffs.
- Keep office records, digital files, contact lists, and recurring procedures complete and easy to find.
- Identify missing information or stalled work, follow up with the responsible person, and escalate issues before deadlines are missed.
Customer and sales administration
- Answer and route phone calls, emails, messages, and office inquiries professionally.
- Record new quote and service requests accurately, check for duplicates, and preserve the source information.
- Coordinate discovery calls, site assessments, proposal reviews, customer updates, and other appointments.
- Maintain complete lead and customer records, including contact details, project information, notes, files, status, owner, and dated next action.
- Track quotes, proposals, customer selections, deposits, required documents, and follow-up commitments.
- Support customers with clear administrative updates without making unauthorized promises about pricing, scope, schedules, warranties, or technical outcomes.
Bookkeeping and reporting support
- Collect, organize, and route invoices, receipts, purchase records, statements, deposit records, and other source documents.
- Support accounts payable and accounts receivable administration, including invoice status, due dates, missing documentation, and approved follow-up.
- Prepare accurate information for payroll and bookkeeping workflows and confirm required inputs are complete by deadline.
- Maintain the recurring financial-report and filing calendar; request inputs, verify receipt, and flag late or incomplete items.
- Match financial records to the correct customer, project, vendor, or internal category when supported by source information.
- Identify duplicate invoices, missing support, mismatched totals, unclear transactions, overdue receivables, and other exceptions for review.
- Work closely with internal bookkeepers and the external accounting firm while leaving accounting judgments, filings, and payment authorization to the appropriate person.
Project and process coordination
- Help maintain complete project files, including contracts, selections, orders, photos, warranties, permits, correspondence, and customer commitments.
- Coordinate information between the owner, field leaders, bookkeepers, suppliers, and customers.
- Build and improve checklists and written procedures for recurring office work so the company is not dependent on one person's memory.
- Learn and use company systems consistently, keeping information current instead of relying on inboxes, texts, or memory as the only record.
- Use approved digital and AI tools to work efficiently while checking accuracy and protecting confidential information.
WHAT SUCCESS LOOKS LIKE
- New customer requests are recorded promptly, assigned, and given a dated next action.
- Customer promises, appointments, and follow-ups do not disappear between the office and field team.
- Bookkeepers receive complete, organized source records and a clear list of exceptions.
- Payroll, reporting, invoice, and filing inputs are tracked before their deadlines rather than chased after they are late.
- The owner and operational leaders receive short, decision-ready updates instead of having to reconstruct the status themselves.
- Records are accurate, current, traceable, and usable by the rest of the team.
- Problems are raised early, with the facts, the impact, and a recommended next action.
REQUIRED QUALIFICATIONS
- At least two years of relevant office administration, executive-assistant, office-coordination, or comparable experience.
- Practical bookkeeping-support experience, including several of the following: invoicing, accounts payable, accounts receivable, receipts, deposits, payroll preparation, reconciliations, job costing, or recurring financial reports.
- Strong working ability with email, calendars, Microsoft Office or Google Workspace, and spreadsheets.
- Experience learning and maintaining business software such as accounting, CRM, payroll, or project-management systems.
- Clear, professional written and verbal communication.
- Strong organization, accuracy, follow-through, discretion, and ability to manage competing priorities.
- Ability to work independently, identify missing information, and ask for decisions before work stalls.
- Availability to work reliably on site in Truro Heights during the company's regular Monday-to-Friday business schedule.
- Legal authorization to work in Canada.
PREFERRED QUALIFICATIONS
- Experience in construction, trades, home services, project-based work, or another fast-moving small business.
- Experience with Sage 50, QuickBooks, Payworks, Buildertrend, or similar platforms.
- Experience coordinating job-costing records, customer projects, schedules, or field teams.
- Bookkeeping, accounting-technician, office-administration, or business-administration education.
- Experience documenting procedures or improving an administrative workflow.
COMPENSATION
The starting wage is $20.00–$25.00 per hour, based on directly relevant experience and demonstrated ability. There is potential for future wage growth as the successful candidate proves consistent accuracy, ownership, reliability, and value in the role.
APPLICATION AND SELECTION
Please submit a resume that clearly describes your administrative and bookkeeping-support experience, the business systems you have used, and the types of deadlines or reports you have personally coordinated.
Selected applicants may be asked to complete a short, job-related accuracy and prioritization exercise. The employer's identity will be shared with candidates selected to move forward in the interview process.
Candidates will be assessed on job-related skills, experience, communication, and ability to perform the role. Accommodation is available during the recruitment process upon request.
When answering the first application question—the one about a recurring deadline—start your answer with the exact words “Close the loop:”.
Pay: $20.00-$25.00 per hour
Expected hours: 40.0 per week
Benefits:
Ability to commute/relocate:
- Truro Heights, NS: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Briefly describe a recurring deadline, report, payroll, or bookkeeping workflow you personally coordinated. What did you do to make sure it was complete and on time?
- Describe a time you noticed missing or incorrect information before it affected a customer, payment, payroll, report, or project. What did you do?
Experience:
- office administration or office coordination: 2 years (preferred)
- hands-on bookkeeping support: 1 year (preferred)
Work Location: In person
