Administrative & Billing Coordinator — Ontario Office

Motion; Mississauga; On-site; CAD 55,000 - 75,000; Full time

Job summary

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.

We are seeking an organized billing & admin coordinator to manage collections follow-ups, onboard carrier accounts, handle invoicing questions, and maintain orderly files while supporting general

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

AR/AP fundamentals

Excel (lookups & pivot tables)

Accounting software (QB, Xero, Sage)

CRM experience (HubSpot)

Written and verbal English

Attention to detail

Organizational skills

Discretion with confidential info

Education

2+ years in administrative, bookkeeping, billing, or office coordination

Tools

QuickBooks

Xero

Sage

HubSpot

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.

We are seeking an organized billing & admin coordinator to manage collections follow-ups, onboard carrier accounts, handle invoicing questions, and maintain orderly files while supporting general