Administrative Assistant

Motion; Mississauga; On-site; CAD 30,000 - 41,000; Full time

Job summary

Motion in Mississauga (Ontario) is seeking an administrative professional to manage billing, collections follow-up, and onboarding of carrier accounts. You will handle invoicing inquiries, maintain compliance files, and support office operations during standard business hours.

Ideal candidates bring 2+ years in admin/billing, strong Excel skills, experience with accounting software (QuickBooks/Xero/Sage), and clear communication in English; Punjabi or Hindi is a plus given our customer base.

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 reconciliation.
• Strong spreadsheet skills with lookups and pivot tables.
• 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.

Responsibilities

• Run collections follow-up on past-due accounts.
• Onboard new carrier accounts: collect and verify documents, setup, and configure limits/PINs.
• Answer billing questions from carriers and internal teams with clear language.
• Maintain organized files for signed agreements, credit applications, and tax docs.
• Handle office administration: mail/couriers, supplies, vendor coordination, scheduling, expenses.
• Build templates and checklists to ensure recurring work is repeatable.

Skills

Administrative skills

Attention to detail

Billing & invoicing

Customer communications

Organizational skills

Tools

QuickBooks

Xero

Sage

HubSpot

CRM software

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