Construction Project Cost and Systems Administrator

About Clarke Muskoka Construction

Clarke Muskoka Construction is a premier custom home and cottage builder serving the Muskoka region. We specialize in high-end waterfront homes, boathouses, bunkies, and refined renovations. Our projects are detail-driven, design-forward, and executed with a commitment to quality, transparency, and professionalism.

We are seeking a highly organized, detail-oriented Construction Operations & Finance Administrator to support project financial management, procurement, supplier coordination, and internal systems.

Position Overview

This role is the operational backbone of our construction projects. The successful candidate will manage purchase orders, supplier accounts, invoicing, client billing, procurement tracking, and BuilderTrend data integrity — ensuring seamless financial and administrative workflow from project start to completion.

This is an in-office role requiring strong organization, accuracy, discretion, and the ability to manage multiple high-value custom projects simultaneously.

Key Responsibilities

Financial & Accounting Administration

• Create and issue Purchase Orders (POs) through QuickBooks, Pluto, and BuilderTrend
• Review unpaid POs and bills weekly and flag discrepancies
• Process supplier invoices and credit card payments
• Track and apply refunds and supplier credits
• Manage client fund deposits and fee tracking
• Forecast project cash flow and fee allocations
• Liaise directly with external accounting department for reconciliations and reporting
• Maintain organized physical filing system for credit card receipts and documentation
• Oversee credit card expense coding and reconciliation

Client Invoicing & Project Billing

• Prepare and issue client invoices
• Manage progress draws and change order billing
• Ensure accurate coding of costs within BuilderTrend
• Monitor budget allocations and job cost reporting
• Maintain documentation for audit-ready project files

Procurement & Supplier Management

• Deal directly with major suppliers and trade partners
• Source materials and fixtures in coordination with project managers and design team
• Track product procurement timelines
• Coordinate pricing, availability, and delivery scheduling
• Ensure accurate takeoffs using BuilderTrend
• Assist in negotiation of pricing and resolution of discrepancies

BuilderTrend & Systems Management

• Data entry and cost coding within BuilderTrend
• Upload and manage change orders
• Maintain up-to-date budgets and project financial dashboards
• Create and maintain Fixture & Design Schedules
• Support project takeoffs and cost tracking
• Ensure digital and physical documentation is consistent and accurate

Marketing & Administrative Support

• Assist with updates to the Clarke Muskoka Construction website
• Maintain organized digital project records
• Support documentation for show homes, client presentations, and project launches

Qualifications

• 3+ years experience in construction administration or accounting
• Strong working knowledge of QuickBooks (required)
• Experience with BuilderTrend (strong asset)
• Familiarity with Pluto or similar financial tracking systems (asset)
• Understanding of construction budgets, POs, and change orders
• Excellent organizational and document management skills
• Ability to manage confidential financial information
• Strong communication skills for supplier and client interactions
• Proficiency in Microsoft Office / Google Workspace

Ideal Candidate Profile

You are:

• Detail-obsessed and systems-driven
• Financially disciplined and organized
• Comfortable managing multiple high-value custom projects
• Proactive in identifying discrepancies before they become issues
• Professional in dealing with suppliers and accounting teams
• Comfortable working in a fast-paced, high-end custom construction environment

Why Join Clarke Muskoka Construction

• Work on prestigious Muskoka waterfront builds
• Join a design-forward, quality-driven team
• Be part of a growing, respected local brand
• Opportunity for long-term growth within the organization

Job Type: Full-time

Pay: $40,000.00-$50,000.00 per year

Work Location: In person