Office & Finance Admin

Hapa Collaborative is a dynamic landscape architecture firm, and looking for a highly organized individual who is up for the challenge of a multi-faceted admin/office manager role. The office is not public-facing and consists of approximately 20-25 staff.  This is a dynamic role with a focus on office admin/management as well as supporting on regular accounting/finance tasks. You’ll support various office initiatives (social, holiday party and industry events), office space management, and accounting as well as the opportunity to support HR Proposal Writing and Social Media marketing.   
 
You’ll have a minimum of 3-5 years working in a professional office environment and have been responsible for supporting an accounting/finance team before.  
 
You will be self-motivated and have a proven track record of being proactive, taking initiative and not letting balls drop.  You are comfortable working in an environment without a lot of structure (no micro-managing here!)  and are confident in your ability to seek information should you need it and effectively execute.  You’ll have a strong attention to detail and be able to build trust by demonstrating quickly that your work is thorough and complete. 

We take pride in fostering a casual, approachable work environment while maintaining the highest professional standards. We’re seeking someone with proven experience working in a corporate or business setting—bonus points for it being an office within our industry. This role requires professionalism and confidence in handling tasks like supporting leadership, managing initiatives, and assisting with our bid and proposal writing- a key business process.  Strong skills in drafting and reviewing professional communications are highly valued. 

You can expect a consistent schedule (overtime is rare) in a dynamic, diverse, and positive work environment. Staff can access various time off, including Vacation, PTO/Sick Days, and Professional Development. The office is closed the week between Christmas and Boxing Day. We provide group benefits, including Life, ADD&D, and Critical Illness Insurance, RRSP matching, and a Wellness Spending Account.  

You will have direct experience working in an office environment in addition to other experience. The role will consist of the following tasks in the following areas. First and foremost, it is an office admin role. Some level of experience or understanding in accounting and/or social media marketing is preferred. 
 
The nature of this role requires you to work from our office in the Olympic Village/ Cambie area, which is close to the Canada Line and other Transit.  

Please ensure your resume or cover letter addresses the areas in which you have direct experience and the areas you need to learn.  


Front Desk & Reception Duties  

• Answering phones; arranging and receiving deliveries and guests (low volume)

• Maintaining Office and Kitchen Supplies and ensuring a general order and cleanliness   

• Liaising with vendors, cleaners, property managers, maintenance people, etc.    

• Ensuring printer and plotter have supplies and managing any service requests  
    

Office Administration  

• Managing Admin calendar (birthdays, vacations, anniversaries and other key dates)  

• Organizing events, including staff socials, Lunch & Learns, team meetings, holiday parties, etc.    

• Schedule meetings and provide misc. Other Admin Support as required  
  
  

• Manage accounting inbox by recording client payments and vendor invoices for projects and office expenses.  

• Reconcile monthly bank and credit card accounts.  

• Email aging reports and client statements to project managers.   

• Follow up on client and vendor inquiries.  

• Monitor and manage employee timesheets and expenses.   

• Email monthly reports to employees (banked time, vacation, and PTO).  

• Support Government Grants and claims process.  

• Assist the Financial Controller with various tasks and provide support as needed.  
   

HR Administration  

• Support external HR Business Partner by posting and managing job postings   

• Coordinating and executing employee onboarding and offboarding process. Includes liaising with IT to set  up and troubleshoot software tools and accounts for new hires  (Slack, Teams, Microsoft, etc) 

• Tracking and Coordinating employee reviews  

• Supporting with preparing, sending and filing HR employee paperwork as required 
  
  

Proposal Coordination & Support 

• Compile, edit, and proofread proposal content for review (skills in Adobe/Illustrator) 

• Coordinate with team members, sub-consultants, and marketing to gather required information 

• Maintaining proposal materials by updating resumes, project profiles, and templates 

• Supporting in submitting and tracking proposal  
  
  

Marketing Tasks  

• Supporting our Marketing Committee to ensure consistent posting and sharing of our goings-on.  

• Schedule and oversee social media posts (including follow-ups with marketing crew or PMS) - IG & LI  

• Assist with photos/captions for social media  

• Manage and engage with other firms/people on Instagram / Facebook /LinkedIn