Billing Administrator

AES Engineering Ltd; Vancouver; On-site; CAD 55,000 - 70,000; Full time

Benefits offered by this job

RRSP matching

Extended medical and dental benefits

Health wellness spending account

Career development opportunities

Collaborative work environment

Job summary

AES Engineering Ltd in Vancouver is seeking a Billing Administrator to manage the full billing cycle, verify invoices, and ensure accuracy with client contracts. You will work closely with Project Managers and the Project Accountant to support monthly billing and maintain project billing data in the ERP system.

The role requires 1–3 years of billing or accounting experience, a diploma or certificate in accounting or business administration, proficiency with Excel, and familiarity with ERP

Qualifications

• 1–3 years of billing or accounting experience.
• A Diploma or Certificate in Accounting, Business Administration, or a related field.
• Experience with ERP systems and data entry is preferred.
• Strong numerical and contract interpretation skills.
• Proficiency with Excel and Microsoft Office.

Responsibilities

• Manage the full billing cycle from invoice preparation through final client submission.
• Verify billing accuracy, including labour, expenses, consultant invoices, retainers, taxes, and write-ups/write-downs.
• Process billing markups and revisions with Project Managers.
• Prepare final invoices and supporting documentation for client submission.
• Submit invoices through client portals, email, or other required methods.
• Monitor billing deadlines and respond to client inquiries.

Skills

Attention to detail

Organizational skills

Time management

Multitasking

Communication skills

Education

Diploma or Certificate in Accounting/Business Administration

Tools

Deltek Vantagepoint

Microsoft Office Suite

Job description

AES is a group of problem solvers, who collectively come together to work on electrical engineering, lighting projects, and technology systems for buildings and infrastructures. We are passionate team players, who see the “bigger picture” and work together to impact our communities and enhance the lives of those living in them. Collectively, we all work together to help design a better tomorrow.

Over the past 24 years, AES has attracted many innovative minds in the business, to work on complex, challenging, and exciting projects. Attracting the right talent has helped us with the quality of our projects, and we have been able to build our reputation for providing award-winning designs.

About the Role

We are seeking a Billing Administrator to join our Vancouver office. In this role, you will be responsible for preparing, coordinating, and processing client invoices while ensuring accuracy, compliance with client contracts, and timely submissions. Working closely with Project Managers and the Project Accountant, you will support the monthly billing process, maintain project billing information, and provide exceptional service to both internal and external stakeholders.

Key responsibilities include, but are not limited to:

• Manage the full billing cycle from invoice preparation through final client submission.
• Verify billing accuracy, including labour, expenses, consultant invoices, retainers, taxes, and write-ups/write-downs.
• Process billing markups and revisions received from Project Managers.
• Prepare final invoices and supporting documentation for client submission.
• Submit invoices through client portals, email, or other required billing methods.
• Monitor billing deadlines to ensure invoices are issued accurately and on schedule.
• Respond to client billing inquiries and coordinate invoice revisions with Project Managers as required.
• Review billing terms and fee proposals to ensure accurate invoicing.
• Confirm all required project information, including purchase orders and client details, prior to billing.
• Maintain project billing information, billing terms, budgets, and client invoicing requirements within the ERP system.
• Coordinate with the Project Accountant to resolve billing discrepancies and project-related billing issues.
• Provide clients with invoice copies, supporting documentation, and billing backup upon request.
• Work collaboratively with clients and Project Managers to resolve invoice issues that may delay payment.
• Maintain accurate billing records while ensuring compliance with company policies and client contractual requirements.
• Provide exceptional customer service while supporting Project Managers throughout the monthly billing review process.

Our Must Haves:

• Diploma or Certificate in Accounting, Business Administration, or a related field preferred.
• 1–3 years of billing or accounting experience.
• Experience with data entry and maintaining accurate financial records.
• Experience within the engineering, architecture, consulting, or professional services industry is considered an asset.
• Experience with Deltek Vantagepoint or another ERP system is preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to prioritize and manage multiple deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Ability to interpret client contracts, fee proposals, and billing requirements.
• Strong communication and customer service skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word

Compensation

$55,000 - $70,000

Why Join AES Engineering?

• RRSP matching.
• Extended medical and dental benefits.
• Health wellness spending account.
• Opportunity for career development and professional growth.
• A collaborative work environment that encourages innovation and teamwork.