Administrative Assistant

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

Job summary

Motion in Mississauga, Ontario is seeking an organized administrative and billing coordinator to support carrier onboarding, invoicing inquiries, and back-office operations. You will maintain files, assist with expense reporting, and help standardize processes with templates and checklists.

Ideal candidates have 2+ years in admin/billing roles, strong AR/AP knowledge, and proficiency with QuickBooks or similar software. English is essential; knowledge of Punjabi or Hindi is a plus.

Qualifications

• 2+ years in an administrative, bookkeeping, billing, or office coordination role.
• Knowledge of AR and AP fundamentals: invoicing, payment application, aging reports, and statement reconciliation.
• Strong spreadsheet skills with lookups and pivot tables; ability to reconcile two lists.
• Experience with accounting software (QuickBooks, Xero, Sage) and a CRM; HubSpot is an asset.
• Excellent written and verbal English; Punjabi or Hindi is a strong asset.
• 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

• 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

Administrative experience

AR/AP knowledge

Spreadsheets

Accounting software

CRM HubSpot

English proficiency

Confidentiality

Organizational skills

Tools

HubSpot

QuickBooks

Xero

Sage

Job description

Motion is a North American transportation solutions company helping fleets save money, move smarter, and operate more efficiently. We partner with carriers of all sizes to provide access to discounted fuel programs, flexible financial services, and powerful digital tools that simplify fleet operations.

Our mission is to remove the friction that trucking companies face every day—whether that’s managing costs on the road, streamlining back-office processes, or unlocking new ways to grow their business. With Motion, carriers gain a trusted partner who understands the realities of the industry and is building modern solutions to keep them moving forward.

What you'll do

• 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