Administrative & Marketing Coordinator

Location: Victoria, BC

Schedule: Full-time, primarily office-based with occasional local site visits

About Heritage Masonry & Conservation

Heritage Masonry & Conservation is seeking an organized, proactive, and detail-oriented Administrative & Marketing Coordinator to join our growing team.

This role offers an excellent prospect for someone who enjoys balancing administration and organization with creativity and digital marketing. Working closely with management, you will provide administrative support across the business, assist with HR and project administration, and help showcase our projects, people, and culture through marketing and social media initiatives.

This is primarily an office-based position, with occasional visits to project sites to capture content for marketing and communications purposes. Mileage is reimbursed for approved travel.

Key Responsibilities

Office Administration

- Manage incoming calls, emails, and general inquiries.
- Coordinate and respond to client requests, directing inquiries to the appropriate team members.
- Maintain employee, client, and company records.
- Prepare correspondence, reports, forms, and administrative documents.
- Maintain office filing systems, databases, and records.
- Assist management with day-to-day administrative requirements.
- Support the development and improvement of administrative procedures and office systems.

Marketing & Communications

- Manage and maintain the company's social media presence.
- Create and schedule engaging content showcasing projects, employees, and company culture.
- Capture photo and video content from active project sites.




- Assist with website updates and content management.
- Support award submissions, company profiles, and marketing materials.
- Help strengthen and promote the Heritage Masonry & Conservation brand through digital marketing initiatives.

Human Resources Administration

- Coordinate onboarding activities for new employees.
- Schedule and track employee reviews and key HR milestones.
- Maintain employee records, registrations, certifications, and training documentation.
- Assist with employee benefits administration.
- Support visa and employment-related documentation processes when required.
- Maintain confidentiality regarding payroll, personnel, and employee information.

Project Administration

- Maintain and organize project and contract documentation.
- Assist with the preparation, editing, and formatting of contract-related documents and submissions.
- Support insurance, bonding, and compliance documentation requirements.
- Maintain document control and accurate record keeping.
- Coordinate information between management, project teams, and office staff as required.
- Track project-related correspondence and administrative documentation.

Administrative Support

- Coordinate and maintain the new work inquiry database.
- Track and prepare documentation for award opportunities.




- Organize receipts, invoices, and supporting documentation for submission to Finance.
- Assist with special projects and administrative initiatives as required.

What We're Looking For

- Experience in administration, office coordination, HR administration, contract administration, marketing coordination, or a similar role.
- Highly organized with strong attention to detail.
- Excellent written and verbal communication skills.
- Strong proficiency with Microsoft Office and general business software.
- Ability to manage multiple priorities and deadlines.
- Experience with social media platforms and content creation.
- Professional, positive, and proactive approach to work.
- Ability to handle confidential information with discretion.

Why Join Us?

- Diverse role with opportunities to develop administrative, HR, contract, and marketing skills.
- Direct collaboration with leadership and a growing team.
- Opportunity to contribute to unique heritage restoration and masonry projects.
- Supportive, collaborative, and professional work environment.
- Primarily office-based position with occasional site visits and exposure to exciting restoration projects.

Pay: $26.00-$28.00 per hour

Education:

- DCS / DEC (preferred)

Experience:

- Office Administration: 2 years (required)
- Bookkeeping: 2 years (preferred)
- Accounting: 2 years (preferred)
- Sage: 2 years (preferred)
- Payroll: 2 years (preferred)
- Microsoft Office: 3 years (required)
- Social media marketing: 3 years (preferred)
- scheduling: 2 years (preferred)

Work Location: In person

📌 Administrative & Marketing Coordinator (Victoria)
🏢 Heritage Masonry
📍 Victoria