Working at Entreprises Lachance is more than just a job... It means being part of a skilled and dynamic team dedicated to providing quality products and services in the residential development sector.

Our family-owned business fosters a pleasant work environment where you can thrive in a respectful atmosphere.

You’ll have the opportunity to grow alongside colleagues who are dedicated and committed to the company and its clients.

Administrative Assistant

Job Summary:

Under the supervision of the Finance Director, the Administrative Assistant manages the documentation, administrative, and accounting aspects of sales and construction files. He/she ensures document compliance, adherence to legal and financial deadlines, and rigorous tracking of transactions. 

1. Administrative Management – Sales and Construction (New Sales and Model Homes)

• Open files for sold homes in Acomba and Acomba Construction
• Attach the bid and contract in Keybook and prepare the labeled physical file
• Submit the lease buyback form, when required
• Update address changes in Acomba Construction as soon as they are received
• Prepare files for tracking documents required for the sale
• Forward the necessary information to appraisers
• Ensure receipt of bank acceptances
• File project closures with the CNESST within the required timeframes
• Request new home warranties from the GCR
• Scan completion documents, forward them to GCR and financial institutions as needed, and upload them to Keybook
• Request location certificates, verify them, and follow up (paving completed – approximately 6 weeks before delivery)
• Prepare GST and QST credit forms
• Prepare powers of attorney and authorizations for notaries and submit complete files with instructions
• Request account closures with Hydro Sherbrooke and Hydro-Québec and make the necessary adjustments
• Review contracts, confirm authorizations, and verify receipt of down payments
• Monitor deposits made by notaries

• Resolve issues between clients, banks, and notaries in collaboration with management

   

2. Post-Construction Follow-Up

• Request location certificates, verify them, and follow up (paving completed – approximately 6 weeks before delivery)
• Prepare GST and QST credit forms
• Prepare mandates and authorizations for notaries and forward complete files with instructions
• Request account closures with Hydro Sherbrooke and Hydro-Québec and make the necessary adjustments
• Verify contracts, confirm authorizations, and validate receipt of down payments
• Monitor deposits made by notaries

• Resolve issues between clients, banks, and notaries in collaboration with management

   

3. Document and Administrative Management

• Forward land sales and purchases to notaries and prepare the corresponding mandates
• Verify and approve notaries’ invoices
• File and archive documents
• Upon receipt of the notarized deed, forward the complete file to management and perform final filing
• Maintain order in active files and archives
• Ensure that home insurance policies are kept up to date (additions upon completion of work and removals upon sale)
• Record bank fees in collaboration with the relevant department
• Cover for the reception desk as needed
• Perform any other related tasks requested by your supervisor
• Print and file supplier invoices received by email
• Post invoices related to construction projects
• Make invoice corrections and record zero payments when required
• Track accounts receivable
• Enter GCR invoices
• Verify the accuracy of invoices before processing
• File supplier invoices weekly and open new files
• Manage the annual archiving of vendor files (retention in accordance with legal requirements)
• Search for and reclassify documents in the archives
• Participate in accounts payable reconciliations as needed

• Provide support in preparing documents for the annual audit

   

4. Accounting

• Print and file supplier invoices received via email
• Post invoices related to construction projects
• Make invoice corrections and record zero payments when required
• Track accounts receivable
• Enter GCR invoices
• Verify the accuracy of invoices before processing
• File supplier invoices weekly and open new files
• Manage the annual archiving of vendor files (retention in accordance with legal requirements)
• Search for and reclassify documents in the archives
• Participate in accounts payable reconciliations as needed

• Provide support in preparing documents for the annual audit

   

5. Other Responsibilities

• Perform any other tasks requested by your supervisor

   

Schedule: Monday through Friday - 35 hours per week

Salary: Between $23 and $27 per hour, depending on experience and education