District Administrator; Part-Time

Vaucroft Improvement District
· North Thormanby Island, BC

The Vaucroft Improvement District (V.I.D.) is a small improvement district on North Thormanby Island, BC, serving 49 properties: 43 with a full water supply, 5 with fire suppression only and one bare-land parcel. It is governed by three Trustees elected by property owners. We're looking for an organized, service-minded District Administrator to look after our administration and finances.

Position type
Contract

Time requirement
Approximately 0.25 FTE annually, with seasonal variations; busy season approximately February 1 to June 30

Annual contract fee
$21,000 to $25,000 per year, paid monthly

Location
Remote, anywhere on the Sunshine Coast or in the Lower Mainland

Start date
January 1, 2027 (an earlier start is possible)

Contract term
Initial term to June 30, 2028, with a review after 6 months; renewable

Reports to
V.I.D. Trustees

• Keep the books accurate and audit-ready in Quick Books Online: receivables and payables (including vendor payments by personal credit card, reimbursed by the V.I.D.), reconciliation of two bank accounts, coding invoices to projects, and year-end audit support.
• Prepare the annual budget, a rolling 6-month cash forecast and short monthly financial reports for the Trustees.
• Draft the annual tax bylaw and issue tax billings, with follow-up on collections.
• Manage the AGM timeline, from venue and logistics to the notice of AGM and the owner package.
• Handle V.I.D. mail, email and phone calls, keep Trustees and owners informed (including summer water-use charts), and keep records organized and secure.
• Forward Vancouver Coastal Health and other surveys to the Caretaker or complete them as appropriate.

The full job description is attached.

• Service-oriented: responds promptly, courteously and helpfully to owners, Trustees and the Caretaker.
• Improvement-minded: comfortable suggesting better processes or new tools and seeing changes through.
• Organized and reliable: comfortable with cloud accounting, shared drives, spreadsheets and AI tools.
• Experienced bookkeeper: Familiar with Quick Books Online (including bank reconciliations across more than one account), job or project costing, year-end audit support, budgeting and cash forecasting.
• General administration: minute taking and distribution, notices and correspondence, additional administration tasks as needed. Experience with a small organization, strata, improvement district, society or water system is an asset.
• Flexible, self-scheduled remote work
• A small, stable organization
• Quick Books Online, a shared drive and V.I.D. email provided
• Trustees who welcome ideas for better processes and new tools