Construction Administration Supervisor

  • Full Time
  • Permanent
  • Vancouver


Reporting to the Vice President of Construction, the Construction Administration Supervisor will be responsible for leading and managing the Construction Administration team who are accountable for ensuring payment to our vendors in a timely manner.

Role & Responsibilities

The duties of the Construction Administration Supervisor may include but are not limited to the following:

  • Lead, support and guide the Construction Accounts Payable Administration team
  • Assign and delegate tasks as needed to the Accounts Payable Administration team
  • Trouble shoot for issues that may arise with the Accounts Payable team
  • Answer inquiries from suppliers and subcontractors regarding payment status
  • Prepare holdback documents; tracking holdback timelines
  • Match invoices to purchase orders by using the SiteMax program and reviewing invoices to trade agreements and price lists, as required; checking for errors
  • Monitor subcontracts for billing requirements including WorkSafeBC and Statutory Declarations
  • Work with construction manager/construction coordinators of cost coding and purchase orders (PO) matching
  • Ensure PO and timesheets are inputted accurately
  • Help improve efficiencies by creating/implementing policies, procedures, and internal controls
  • Prepare expense forms and code for reimbursement
  • Monitor and coordinate credit card purchases and receipts from team
  • Manage the AP email, sort and organize in a timely manner
  • Work with Construction Managers to review invoices against the budget and submit to accounting for processing
  • Review statements for outstanding invoices and following up as required
  • Use SAGE to track submitted vs processed invoices
  • Work in collaboration with the accounting team to ensure invoices are paid to vendors correctly and in a timely manner
  • Prepare back charge forms based on invoice reviews with Directors of Construction and VP
  • Follow up with vendors for invoice revisions
  • Respond to vendor queries about payment/ outstanding invoices
  • Use Site Max to log and track invoices against PO’s
  • Set up purchase orders when needed with SOV’s
  • Maintain credit application log for credit applications
  • Reconcile vendors statements
  • Maintain online login portal information for various service providers
  • Other duties as assigned

Skills and Requirements

Education: Bachelor’s degree or Diploma in Accounting, Finance, or Business Administration preferred but not required or equivalent experience

Experience: 5 + years direct experience in an Administration and/or Accounts Payable role in the Construction industry would be an asset

  • Knowledge with Yardi is an asset
  • A strong work ethic, attention to detail and excellent organizational skills
  • The ability to handle a high volume of invoices, multitask, and prioritize in a fast-paced environment
  • Strong written and verbal communication skills, with the ability to communicate effectively with all levels of employees and vendors
  • A self-starter with a keen interest in the Construction industry
  • A creative thinker and effective problem solver
  • A strong understanding of the billing cycle and how to track invoices and payment
  • A team player who works well in a collaborative environment
  • Must demonstrate good judgment and decision making as well as maintain confidentiality for sensitive information
  • Experience in gathering data, compiling the proper information
  • Previous management experience would be an asset
  • Proficiency in Sage 300 Construction and SiteMax considered an asset

Computer Skills: Strong proficiency in Microsoft Office

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