Finance and Administration Coordinator

Job Summary

Island Heights Construction Ltd. is a licensed residential and commercial general contractor servicing Vancouver Island. You will own the books: full-cycle bookkeeping in QuickBooks Online, accounts payable, accounts receivable, and client invoicing, with monthly reconciliations completed on time and a clean year-end package for our external accountant.

The role starts remote. When our new office space is established, it will transition to in-person in Nanaimo.

Candidates must live on Vancouver Island and be able to come into the office when required.

RESPONSIBILITIES:

Accounts payable:

• Receive, code, and enter supplier and subcontractor invoices against the correct job and cost code
• Enter only invoices approved by the project team, and confirm discrepancies before payment
• Run scheduled payment batches and keep vendor records current
• Record company credit card transactions as they happen
• Track subcontractor holdbacks and release dates

Accounts receivable and invoicing:

• Prepare and issue progress draws, change order invoices, and final invoices per contract terms
• Track holdbacks receivable and release timing
• Follow up on overdue accounts and escalate per our billing policy
• Apply payments and keep the AR aging accurate

Bookkeeping and close:

• Monthly bank and credit card reconciliations
• GST and PST filings and remittances
• Support payroll processing in Humi and WorkSafeBC reporting
• Prepare the annual year-end package for our external accountant
• Keep job costing in QuickBooks aligned with Buildertrend

EXPERIENCE:

• 3+ years of proven full-cycle bookkeeping, including AP, AR, and reconciliations
• Strong QuickBooks Online skills (a short practical test is part of the interview process)
• Construction or trades bookkeeping experience: progress billing, holdbacks, job costing
• Working knowledge of GST and BC PST
• Proven accuracy, and a clear method for catching your own errors
• A track record of working independently and reliably in a remote role

ASSETS:

• Buildertrend experience
• Humi or similar payroll platform experience
• Bookkeeping certificate or progress toward a CPA designation

DETAILS:

• Full-time, Monday to Friday, available during set core business hours (Pacific time)
• Remote to start, transitioning to in-office in Nanaimo once our office is established
• Company-provided laptop and software access
• Extended health benefits
• Growth path: as our group of companies expands, this role grows into a Finance and Administration Manager and broader shared-services leadership

Join us as a vital part of our team where your expertise will drive operational success! We value energetic professionals eager to make a meaningful impact through precise financial management and seamless administrative support.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Dental care
• Extended health care

Experience:

• proven full-cycle bookkeeping: 3 years (preferred)

Location:

• Nanaimo, BC (preferred)

Work Location: Hybrid remote in Nanaimo, BC