Administrative & Accounting Coordinator (Controller/Bookkeeper) — Residential Renovation Company

Job Type: Full-time Location: Halifax, NS Industry: Residential Construction & Renovations Reports To: Operations Manager / Controller

About Us

We are a full-service residential renovation and construction management company delivering kitchen and bathroom renovations, whole-home renovations, basement developments, additions, secondary suites, and insurance restoration projects. We combine skilled tradespeople with structured project management, digital scheduling, and transparent client communication to deliver projects on time and on budget. As we continue to grow, we're looking for an organized, numbers-driven professional to keep our office, books, and project financials running smoothly.

About the Role

We're hiring an Administrative / Accounting Coordinator to support our office operations and financial reporting. This is a hybrid role that blends general office administration with bookkeeping, accounts payable/receivable, and job-costing support — ideal for someone with a background in finance, accounting, or business administration who wants hands-on exposure to how a construction/renovation business runs day to day. You'll work closely with our Controller, Operations Manager, Estimator, and Project Managers to keep vendor payments, client invoicing, budgets, and project files organized and accurate.

Key Responsibilities

Accounting & Financial Administration

- Process accounts payable (subcontractor and supplier invoices) and accounts receivable (client invoicing, progress billing, and payment collection)
- Reconcile bank and credit card statements monthly
- Support payroll processing and time sheet review for field and office staff




- Assist with job costing — tracking labor, material, and subcontractor costs against project budgets and flagging variances
- Support monthly and quarterly financial reporting (P&L;, cash flow, WIP/work-in-progress schedules) alongside the Controller
- Prepare and submit progress draw/billing packages for lender or insurance-related projects
- Maintain organized digital records of contracts, change orders, purchase orders, and vendor W9/insurance certificates
- Assist with year-end financial close and coordination with external bookkeepers/accountants for tax filing

Office & Project Administration

- Manage day-to-day office operations, correspondence, and scheduling
- Maintain and update project management/CRM software (e.g., Buildertrend or similar) with budgets, change orders, client communications, and documents
- Support estimators and project managers with proposal formatting, contract preparation, and permit/documentation tracking
- Coordinate with subcontractors and suppliers on invoicing, insurance certificates, and vendor onboarding
- Assist with hiring administration (job postings, applicant tracking, onboarding paperwork)
- Support insurance restoration billing and adjuster/claims documentation as needed
- Provide general administrative support to the Operations Manager, Controller, and leadership team

Qualifications

Required





- Diploma or degree in Accounting, Finance, Business Administration, or a related field
- 2+ years of experience in a bookkeeping, accounting, or administrative role (construction/renovation/trades industry experience a strong asset but not mandatory)
- Strong working knowledge of accounting software (e.g., QuickBooks) and Microsoft Excel/Office
- High attention to detail and comfort working with numbers, budgets, and reconciliations
- Excellent organizational and time-management skills with the ability to juggle multiple projects/deadlines
- Strong written and verbal communication skills

Preferred / Nice to Have

- Experience with construction-specific software (Buildertrend, QuickBooks, Procore, CoConstruct, Sage 300 CRE, or similar)
- Familiarity with job costing, WIP reporting, or progress billing/draws
- Experience working with subcontractors, suppliers, or insurance adjusters
- Enrollment in or completion of a CPA, CMA, or bookkeeping certification (an asset, not required)

What We Offer
- Market-competitive salary based on experience
- Growth opportunities within a growing renovation/construction company
- Collaborative, close-knit team environment
- Direct mentorship from Controller and Operations leadership
- [Health benefits / Vacation / Sick Days / Performance Bonuses]

To Apply: Please submit your resume and a brief cover letter outlining your relevant experience. Headway Construction Ltd. is an equal opportunity employer and welcomes applications from all qualified candidates.

Pay: From $25.00 per hour

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Administrative & Accounting Coordinator (Controller/Bookkeeper) — Residential Renovation Company (Halifax Regional Municipality)
🏢 Headway Construction
📍 Halifax Regional Municipality