Billing & Office Administrator

Henry Kortekaas & Associates Inc.; Ajax; On-site; CAD 46,000 - 52,000; Full time

Benefits offered by this job

Hybrid work model

Employer-paid health benefits

Casual dress

Job summary

HKLA in Ajax, Ontario is seeking a detail-oriented Billing & Office Administrator to manage accounts payable/receivable, client invoicing, collections, and general administrative support to ensure efficient office operations.

The role involves creating billing profiles in BillQuick, processing invoices, following up on overdue payments, and supporting HR and health and safety tasks as part of a collaborative team.

Qualifications

• Experience with Accounts Payable, Accounts Receivable, Billing, or a related accounting role.
• Proficient with BillQuick or a similar accounting system.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written English skills.

Responsibilities

• Create project profiles and billing breakdowns in BillQuick; adapt to new software and support implementation of new billing systems.
• Prepare, batch, create, issue, and submit client invoices; ensure SLAs and pricing structures are met.
• Monitor accounts receivable; contact clients regarding overdue accounts; reconcile vendor statements.
• Support accounts payable: pay office bills, issue payments to subcontractors, prioritize invoices.
• Log expenses for billing and maintain accurate financial records and filing systems.
• Assist with administrative work, HR tasks, RFP submissions, and general office duties.
• Draft inspection reports, meeting minutes, and project-related correspondence.
• Provide front-line customer service; answer calls and emails and route inquiries.

Skills

Billing

Accounts receivable

Time management

Attention to detail

Communication

Tools

BillQuick

Microsoft Excel

Outlook

Word

Adobe PDF

Job description

HKLA is a creative and collaborative team of Landscape Architects, Designers, and Arborists with over 40 years in business. The firm works on a wide range of projects for both public and private clients from inventory/analysis/master planning, through to detailed design and contract administration. A creative and unique approach is taken to projects of all sizes implementing vision into the public realm.

The Firm is seeking a detail-oriented and organized BILLING & OFFICE ADMINISTRATOR to join our team. The successful candidate will be responsible for managing accounts payable/receivable transactions, client invoicing, collections, and providing administrative and customer support to ensure the efficient operation of the office and billing needs.

Key Responsibilities

• Create project profiles and billing breakdowns in BillQuick software, adapt to new software, lead and support with implementation of new billing systems
• Assist staff in entering and adjusting timesheets accurately, including inputting management timesheets
• Prepare, batch, create, issue, and submit client invoices at month-end and as required by the client via email or mail, while working closely with management and ensuring compliance with client service level agreements (SLAs) and agreed pricing structures
• Maintain updated customer information files, including contact and invoice information; process credit memos and retainers; track exceptions and discrepancies between the time log and invoice register
• Monitor accounts receivable, contact clients regarding overdue accounts, follow up on outstanding invoices via phone and email, reconcile vendor statements, investigate discrepancies, and resolve payment-related issues to ensure timely collection of payments
• Support accounts payable as required, including paying office bills, issuing payments to subcontractors, reviewing, sorting, and prioritizing invoices to ensure timely processing and avoid late payment penalties
• Log expenses for billing and maintain accurate financial and office records and filing systems, including supporting the office team with organizing filing systems
• Assist with administrative work as required, including word processing, promotional materials, proposal submissions for Requests for Proposals (RFPs), general office administration, clerical support, special projects, and other duties assigned by management
• Support management with Health and Safety and Human Resources tasks, functions, documentation, and filing
• Support management and the team with drafting inspection reports, meeting minutes, correspondence, and other project-related documents
• Act as the front-line customer service to clients, including answering the phone and general emails, directing calls and emails accordingly, and responding to vendor/client inquiries in a professional and timely manner
• Welcome guests and prepare staff and meeting rooms prior to meetings; organize meetings and other gatherings such as webinars and lunch n’ learns, including ordering meals and making other preparations; manage, track and order office supplies as required

Qualifications:

• Experience with Accounts Payable, Accounts Receivable, Billing, or a related accounting role
• Strong understanding of invoice processing, vendor reconciliations, and collections procedures
• Excellent organizational skills with the ability to manage multiple priorities and deadlines
• High attention to detail and accuracy
• Strong problem-solving and analytical abilities
• 3+ years of general billing and bookkeeping experienceMust be proficient with BillQuick or a similar accounting system and adaptable to new systems
• Must be proficient with Microsoft Office Products, namely Outlook, Excel, and Word
• Must be proficient with Adobe PDF editor and other Adobe Creative Cloud proficiency is an asset
• Ability to work independently and as part of a team
• Strong communication and customer service skills
• Have exceptional verbal and written English skills

We offer:

• Hybrid work model
• A collaborative and creative work environment in a modern office, minutes from the go station
• Competitive compensation that reflects your qualifications and experience
• Employer-paid health benefits

Required Application Documents:

• Cover letter, letter of Introduction
• Resume
• References

Job Types: Full-time, Permanent

Pay: $46,000.00-$52,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Extended health care
• Life insurance

Experience:

• Accounts Receivables: 3 years (preferred)

Work Location: Hybrid remote in Ajax, ON L1S 7J5