Office Operations Coordinator — Front Desk & Admin

Recruiting In Motion - Eastern Ontario; Vancouver; On-site; CAD 60,000 - 68,000; Full time

Job summary

Our Vancouver-based client, an established engineering firm, is seeking an Office Operations Coordinator to join the administrative team on-site. The role covers reception, basic accounting, and office support, with a focus on keeping daily operations smooth and responsive.

You will balance front desk duties with AP/AR tasks, invoicing, and project documentation, collaborating closely with the accounting and project teams.

Qualifications

• Experience in reception, office administration, or office coordination.
• Experience with accounts payable/receivable, invoicing, or basic bookkeeping.
• Familiarity with QuickBooks is an asset.
• Strong data-entry skills and excellent attention to detail.
• Proficient with Microsoft Office and general office software.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize, and manage deadlines.

Responsibilities

• Manage front desk operations and serve as the first point of contact for visitors, clients, and staff.
• Answer and direct incoming phone calls professionally, take messages, and respond to general inquiries.
• Greet visitors and ensure they are directed to the appropriate team members.
• Monitor and manage the general inbox and shared calendar, responding to or forwarding correspondence as required.
• Order and maintain office supplies.
• Provide general administrative support to the team and assist with daily office operations.
• Enter vendor bills, code expenses, and assist with payment processing using QuickBooks.
• Record incoming payments and maintain accurate customer account records.
• Follow up with clients by phone regarding outstanding invoices and payments.
• Assist with project invoicing and expense report entry.
• Perform basic account reconciliations and support invoice-related inquiries.
• Liaise with the accounting department regarding invoices and project budgets.
• Assist with preparing and issuing project proposals, change orders, and other project documentation.
• Track fee proposals, RFIs, change orders, and submittals.
• Maintain organized project files, document control, and record retention.
• Prepare and distribute meeting minutes.
• Support communication between internal teams, clients, and subcontractors.
• Assist with quality control and ensure company procedures are followed.

Skills

Data entry

Attention to detail

Communication

Multitasking

Organization

Tools

QuickBooks

Microsoft Office

Job description

Our Vancouver-based client, an established engineering firm, is seeking an Office Operations Coordinator to join the administrative team on-site. The role covers reception, basic accounting, and office support, with a focus on keeping daily operations smooth and responsive.

You will balance front desk duties with AP/AR tasks, invoicing, and project documentation, collaborating closely with the accounting and project teams.