ABOUT US

We are a group of locally owned and steadily growing companies in Nanaimo, specializing in insulation. But more than that, we are a team of real people who care about the work we do and the people we do it with.

We pride ourselves on delivering high-quality work, but just as significant to us is the culture behind it. We are a close-knit, down-to-earth group that treats each other like family. We support each other, communicate openly, and celebrate wins (big and small) together.

As we grow and expand, we are looking for someone who is not only skilled, but also shares our values and vision; someone who's in it for the long haul and excited to grow with a small, ambitious team.

THE ROLE

We are looking for someone who thrives in a space where structure meets creativity. This role combines office administration, financial administration, and project coordination, with plenty of variety built in.

WHAT YOU WILL BE DOING

Administrative & Client Support

- Answering incoming phone calls and serving as a primary point of contact for clients, property managers, and industry partners
- Managing client communications and correspondence in a professional and timely manner
- Maintaining organized digital records
- Reviewing incoming leads and assigning opportunities to estimators for follow-up
- Supporting office operations and administrative processes as needed

Accounts Receivable & Financial Administration

- Preparing and issuing invoices accurately and on time
- Managing accounts receivable and following up on outstanding payments
- Assisting clients with invoice inquiries and payment-related questions
- Maintaining accurate records within QuickBooks and company systems
- Supporting reporting and tracking using spreadsheets and internal software





Project Coordination

- Coordinating scheduling between clients, estimators, production teams, and subcontractors
- Serving as the central point of communication between field teams, estimators, and management; coordinating updates through GroupMe/Teams and other company systems, maintaining clear records of communications, and updating project information as new details are received
- Tracking project timelines, outstanding items, and required follow-ups
- Preparing and maintaining work orders, project documentation, updates, and organized records within Buildertrend

WHAT SETS YOU APART

- 2+ years of experience in an office administrator role
- Experience with QuickBooks, Microsoft Excel, and Microsoft Word; Buildertrend experience is an asset
- Ability to prioritize multiple tasks and adapt to changing schedules
- Professional, friendly, and client-focused approach
- Clear, thoughtful communicator (both in writing and conversation)
- A curious, growth-oriented mindset and willingness to learn
- Creative skills and experience with social media management are an asset

HOW YOU WORK

- You enjoy keeping projects, schedules, and information organized
- You pay attention to details and take pride in accurate work
- You can manage competing priorities while maintaining a positive attitude
- You thrive in a fast-paced environment where no two days look exactly the same




- You are proactive, look for ways to support the team, and naturally bring a “how can I help?” mindset to your work

WHAT SETS US APART

- A consistent weekday schedule (Monday to Friday, 8:00–4:30)
- Pay that reflects your experience and the value you bring
- Group benefits after your probation period (we take care of our people)
- A culture of trust, not micromanagement (you will have space to own your work)
- A chance to shape how we grow, not just follow along
- A supportive environment where learning is encouraged and growth is real

READY TO JOIN US? If this sounds like the kind of role and the kind of team you have been looking for, we would love to hear from you.

Send your resume and a short note telling us why this feels like the right fit.

We are excited to welcome the right person aboard!

Job Type: Full-time

Pay: $25.00-$28.00 per hour

Benefits

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking

Application question(s):
- Are you available for an interview this week, with a potential start in the next 7 days?
- Do you currently live in Nanaimo BC?
- If I looked at your inbox, messages, notes, and task list at the end of a very busy day, how would I know you were organized?
- It’s 2:30 p.m. The crew messages you in GroupMe saying tomorrow’s job may not be ready. The estimator believes it is ready. The client hasn’t been contacted yet, and management is in a meeting. What do you do?
- Provide details on your adminitrative and construction experience.

Location:
- Nanaimo, BC V9T 3L3 (preferred)

Work Location: In person

📌 Office Administrator (Nanaimo)
🏢 Top Trade Insulation and Attics
📍 Nanaimo