Administrative Assistant

Motion; Mississauga; On-site; CAD 45,000 - 60,000; Full time

Job summary

Motion in Mississauga is seeking an organized administrative professional to manage billing, AR/AP tasks, and carrier onboarding with a focus on accuracy and customer service. You will support multiple teams, maintain critical documents, and improve repetitive processes for efficiency.

The role requires 2+ years in administrative or billing roles, strong Excel skills, and experience with accounting software. Ontario office-based position with a professional, detailed-oriented environment.

Qualifications

• 2+ years in an administrative, bookkeeping, billing, or office coordination role.
• Working knowledge of AR and AP fundamentals: invoicing, payment application, aging reports, and statement reconciliation.
• Strong spreadsheet skills, including lookups and pivot tables, and the patience to reconcile two lists that should agree but don’t.
• Experience with accounting software (QuickBooks, Xero, Sage, or similar) and a CRM; HubSpot experience is an asset
• Excellent written and verbal English; Punjabi or Hindi is a strong asset given our customer base
• High attention to detail and accuracy when working through volume
• Professionalism and composure in collections conversations — firm, friendly, and persistent
• Discretion with confidential financial and customer information
• Strong organizational skills and the ability to manage competing deadlines around billing and close cycles
• Available to work in our Ontario office during regular business hours
• Experience in trucking, fleet, fuel, or payments is an asset

Responsibilities

• Run collections follow-up on past-due accounts
• Onboard new carrier accounts: collect and verify documents, complete account setup, order and ship cards, and confirm limits and PINs are configured correctly
• Answer billing questions from carriers and internal teams, explaining invoices, statements, fees, and discounts in clear language
• Maintain organized files for signed agreements, credit applications, banking authorizations, and tax documents
• Handle general office administration: mail and couriers, supplies, vendor coordination, scheduling, and expense reports
• Build and maintain templates, checklists, and process notes so recurring work is repeatable and does not live in one person’s head

Skills

Advanced Excel

AR/AP fundamentals

Attention to detail

Time management

Communication

English proficiency

Punjabi/Hindi asset

Tools

QuickBooks

Xero

Sage

HubSpot

Job description

What you’ll do

• Run collections follow-up on past-due accounts
• Onboard new carrier accounts: collect and verify documents, complete account setup, order and ship cards, and confirm limits and PINs are configured correctly
• Answer billing questions from carriers and internal teams, explaining invoices, statements, fees, and discounts in clear language
• Maintain organized files for signed agreements, credit applications, banking authorizations, and tax documents
• Handle general office administration: mail and couriers, supplies, vendor coordination, scheduling, and expense reports
• Build and maintain templates, checklists, and process notes so recurring work is repeatable and does not live in one person’s head

Qualifications

• 2+ years in an administrative, bookkeeping, billing, or office coordination role
• Working knowledge of AR and AP fundamentals: invoicing, payment application, aging reports, and statement reconciliation
• Strong spreadsheet skills, including lookups and pivot tables, and the patience to reconcile two lists that should agree but don’t
• Experience with accounting software (QuickBooks, Xero, Sage, or similar) and a CRM; HubSpot experience is an asset
• Excellent written and verbal English; Punjabi or Hindi is a strong asset given our customer base
• High attention to detail and accuracy when working through volume
• Professionalism and composure in collections conversations — firm, friendly, and persistent
• Discretion with confidential financial and customer information
• Strong organizational skills and the ability to manage competing deadlines around billing and close cycles
• Available to work in our Ontario office during regular business hours
• Experience in trucking, fleet, fuel, or payments is an asset