West Coast Pre Fab is looking for a highly organized and detail-oriented Office Administrator for a 12-month maternity leave coverage. This role will support our shop operations and commercial project administration at our Chemainus office. Reporting to the Shop Manager, the administrator provides essential support in quotes, billing prep, documentation, trade certifications, and fleet coordination.
This is a great opportunity for someone who enjoys working in a dynamic environment, is comfortable managing multiple priorities, and thrives in a collaborative, team-oriented setting. To learn more about our company, visit www.westcoastprefab.com.

SKILLS:

• Proficiency with Microsoft Office is required (Excel, Word, Outlook). The ability to create, edit, and format documents is a must.
• Experience assisting with construction office tasks such as quoting, invoicing, or job cost tracking is an asset.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• High level of accuracy and attention to detail in record keeping and document management.
• Ability to maintain confidentiality when handling sensitive information.
• Excellent interpersonal and communication skills, both written and verbal.

EDUCATION & CERTIFICATIONS:

• Secondary School (Required).
• Office Administration, Business Skills Certification, or similar academic training (Preferred but not required).
• Or an equivalent combination of experience, education, and training.
  Notes: We thank all applicants for their interest; however, only qualified candidates will be contacted. Local candidates will have an advantage.
  Please submit all documents in a PDF format. Compensation is dependent on credentials.
  Job Types: Full-time, Fixed term contract
  Contract length: 12 months
  Pay: $24.00-$27.00 per hour
  Expected hours: No less than 40 per week

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match

Work Location: In person
Expected start date: 2025-10-0

• Support shop timecard process and prepare billing for shop jobs.
• Data entry of hours and financial data into Excel and other software.
• Type shop quotes as required and maintain shop administrative documents including check sheets and forms.
• Maintain and monitor trade certifications and assist with shop certifications as required.
• Enter vacation and sick time records into tracking software.
• Scan and catalog manuals, records, and certification documents.
• Assist with quotes, bid packages, and job file creation, including proofreading cover letters and maintaining supporting documents.
• Receive and file commercial purchase orders (POs) and contracts, assist with progress draw billing, and preparation of billing support documents.
• Manage fleet records, book vehicle servicing, and remind users of scheduled maintenance.
• Provide backup receptionist support including phones, greeting visitors, and tidying of common areas.
• Adapt to changing priorities and support other departments with occasional tasks as needed.