About Us

Shakespeare Homes & Renovations is a leading residential construction company specializing in high-quality custom homes and renovations across North and West Vancouver, Sea To Sky. We are recognized for our craftsmanship, attention to detail, and commitment to delivering an exceptional client experience.

Our team operates in a fast-paced, high-performance environment where quality, communication, and professionalism are essential.

Position Overview

We are seeking a highly capable, proactive, and detail-oriented Senior Office Administrator to serve as a key operational and administrative partner to the President and Project Management team.

This is a senior-level role that goes beyond traditional administration. You will play a critical part in office operations, executive coordination, project administration, and client experience management.

This position requires EXTENSIVE experience in residential construction and strong knowledge of building permit applications across local municipalities.

Key Responsibilities

Office Operations & Administration

• Oversee daily office operations to ensure efficiency, organization, and professionalism
• Manage incoming calls and inquiries, directing communication appropriately
• Coordinate office maintenance, service providers, and annual inspections (e.g., fire safety)
• Manage office supplies, equipment, and vendor relationships
• Maintain a clean, organized, and well-functioning office environment
• Prepare and manage employee onboarding documentation and processes
• Support employee engagement initiatives, incident reporting, and general HR coordination
• Continuously improve internal systems, processes, and administrative workflows
• Post social media and content organization as needed

Client Experience & Communication

• Serve as a professional first point of contact for clients and inquiries (phone and online)
• Ensure all client communications reflect the company’s high standards and brand
• Coordinate client meetings, selections, and project-related documentation
• Prepare meeting materials and ensure meetings are organized and well-executed
• Maintain a responsive, organized, and high-quality client experience

Executive Support

• Provide PROACTIVE administrative support to the President and leadership team
• Manage calendars, scheduling, meetings, and travel arrangements
• Prepare, proofread, and manage professional correspondence and reports
• Maintain strict confidentiality with sensitive information
• Act as a liaison between executives, clients, consultants, and internal teams
• Gather and summarize information from multiple sources to support executive decision-making
• Coordinate board meetings, company events, training sessions, and webinars

Project & Construction Administration

• Prepare and coordinate building permit applications across local municipalities
• Liaise with municipalities, consultants, and designers to track submissions and approvals
• Draft and prepare pre-construction contracts
• Take PROACTIVE ownership of project documentation, permits, and consultant coordination
• Track project timelines, milestones, and deliverables
• Organize and maintain digital and physical project files
• Support communication between site teams, project managers, designers, and clients
• Track sales activity, manage new leads, and support follow-up and pipeline coordination
• Assist project managers with administrative tasks, courier coordination, and supplier orders

Qualifications

• Minimum 7 years’ experience in a senior administrative or executive assistant role
• Mandatory: Experience in residential construction 7-10 years
• Strong knowledge of building permit application processes and municipal requirements
• Solid understanding of construction terminology, project workflows, and consultant coordination
• Initiative-taking, self-motivated, and able to anticipate needs
• Strong “get it done” mindset with the ability to move tasks forward independently
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook) and document management systems
• Strong organizational skills with the ability to manage multiple priorities
• High level of professionalism, discretion, and attention to detail
• A valid BC driver’s license is an asset

Key Attributes

• Highly detail-oriented with strong proofreading skills
• Professional, polished, and client-focused demeanour
• Calm and composed under pressure
• Solutions-oriented with strong problem-solving abilities
• Strong sense of ownership, accountability, and initiative

What We Offer

• Competitive salary: $30 – $35 per hour
• Extended health and dental benefits, including vision care
• Paid time off
• Street parking/ Transit at location
• Opportunities for professional development
• Collaborative, supportive, and high-performing team environment
• Opportunity to play a key role within a respected custom home building company

Work Schedule

• Full-time, Monday to Friday