About the Role

Brown Strachan Associates is seeking a highly organized and detail-oriented Office Coordinator to lead and oversee office administrative functions, including effective collaboration with engineering and accounting activities. This is a part-time, in-office position that plays a key role in keeping our business running efficiently through accurate administration and organization.

Key Responsibilities

- Handling daily office operations and administrative functions, including filing, answering phones, checking the mail, etc.
- Maintaining accurate company and personnel records, onboarding new employees, etc.
- Supporting accounting with all necessary documentation for receipts, bills, financial transactions, cheques received at office, bank deposits, etc.
- Coordinating with accounting for Accounts Payable and Accounts Receivable, including client invoicing, collections and payment tracking.
- Handling client questions/concerns related to invoicing, and coordinating with accounting.
- Supporting management with administrative and financial reporting as required.
- Providing recommendations and decision support on office administration-related matters.
- Maintaining critical licenses/memberships for the engineers and firm.




- Signing up and tracking webinars for engineers to complete mandatory CPD (Continuing Professional Development) hours.
- Taking meeting notes and following up on action items as needed.
- Managing travel arrangements for engineers for out-of-town site visits.
- Providing vacation relief to the Engineering Administrative Assistant.
- Assisting with quotations, proposals, contracts, and other administrative documentation as needed.
- Managing vendor relationships, office telephone/internet service, file archives, office supplies, office repairs, etc.

Qualifications

- Extensive office experience with a focus on administrative support, vendor management, basic budgeting and familiarity with accounting practices, procedures, Quickbooks, etc.
- Computer literacy (Excel, Wordperfect/Word), with ability to learn recent software.
- Excellent organizational and time management skills with high attention to detail and accuracy.
- Ability to complete complex administrative tasks independently.
- Experience in construction/engineering office preferred.
- Excellent communication skills—both verbal and written.

Pay: $30.00-$35.00 per hour Expected hours: 20.0 – 25.0 per week

Work Location: In person

📌 Office Coordinator (Vancouver)
🏢 Brown Strachan Associates
📍 Vancouver