Invoicing & Project Coordinator

Q&C; Mississauga; On-site; CAD 50,000 - 70,000; Full time

Job summary

Q&C is seeking a Project & Invoicing Coordinator to manage customer project setups and invoicing processes. This role requires excellent organizational and communication skills, with responsibilities that include managing vendor invoices, facilitating project changes, and ensuring timely payments. Ideal candidates will have a Bachelor’s degree, proficiency in Acumatica, and a strong attention to detail.

Qualifications

• Ability to work independently and as part of a team.
• Self-motivated and project-oriented skills.
• Flexibility to adjust to changes.

Responsibilities

• Create and update projects in Acumatica.
• Prepare accurate customer invoices in a timely manner.
• Maintain vendor relationships and resolve discrepancies.

Skills

Organizational skills

Attention to detail

Communication skills

Project management

Problem-solving

Education

Bachelor’s degree or equivalent industry experience

Tools

Microsoft Office

Acumatica

Job description

Reporting to the Vice President Finance & Admin, the Project & Invoicing Coordinator is responsible for all customer project setup, invoicing and processing of all vendor invoices using Q&C’s ERP system.

Duties and Responsibilities

The following is a list of the essential duties and responsibilities of this role. The time spent on these tasks will vary as business needs require. Q&C maintains the right to modify job duties and responsibilities at its discretion.

General

• Develop and maintain work relationships that are required to achieve regular tasks and objectives.
• Establish rapport and communicate openly and effectively.
• Practice active listening and solid understanding of others.
• Input daily activities in company time and expense billing system (project management and employee time and expense software) as required.
• Ability to deal with complex and time sensitive issues.
• Fulfill other duties as required.

Service Delivery

• Create and / or update projects in Acumatica, using information provided by the sales team and as directed by service delivery team.
• Assist service delivery team in project forecasts and budgets.
• Ensure all relevant project documents are saved in Acumatica.
• Prepare accurate and complete project work initiations and send them to the relevant service delivery team.
• Facilitate customer changes and project closeout in Acumatica
• Prepare customer invoices in an accurate and timely manner.
• Distribute reviewed and approved customer invoices.
• Manage the Q&C invoicing email to ensure all customer queries and requests are addressed in a timely manner.

Accounting

• Maintains relationships with vendors, addresses inquiries, and resolves discrepancies.
• Receives, and verifies third-party vendor invoices for accuracy and completeness.
• Processes vendor invoices using Q&C’s software and sends for approval.
• Maintains accurate records of all account payable transactions and financial data.
• Reconciles account payable statements with vendor records to ensure accuracy and identify any discrepancies.
• Assisting with other accounting and bookkeeping activities, as requested

Information Technology

• Follow Information Security Management System practices, as they apply to the role; and
• Minimize risks to IT security and promptly report any potential IT security issues.

Special Projects

• Specific projects as assigned.

The following work environment elements are present in the role :

• Time pressures;
• Quality pressures; and
• Light physical effort (dealing with boxes, files, AV equipment, etc.).

Requirements

The employee is expected to have :

• The ability to work independently and as part of a project implementation team;
• Self-motivation;
• Project-oriented skills, with the ability to work on more than one (1) project at a time;
• Strong organizational skills;
• Excellent attention to detail; and
• The ability to be flexible to adjust to changes in tasks and work environment.

Education and Training

The following education and training is needed for the performance of the work :

• Bachelor’s degree or equivalent industry experience;
• Computer Aptitude in :

o Functional software applications used by Q&C (i.e., intermediate level as minimum) :

Microsoft Office (programs and services);

Microsoft Visio;

Acumatica; and

• Willing and capable of learning new applications and technologies with a particular emphasis as to how they might be leveraged within Q&C.

Communication Skills

The following communication skills are needed in the performance of the work :

• Discretion – selective and mindful about conveying information due to its sensitivity, or confidentiality;
• Technical – providing detailed explanations of processes, regulations, or concepts;
• Interpretation – using good listening skills to understand another's position and to confirm translation; and
• Diplomacy – practicing a high level of communication aimed at resolving problems while maintaining a level of respect for the interests of the parties involved.

Nature of Decisions

The following describe the nature of decisions expected in the role :

• Taking directions from Q
• Acting as subject matter expert, if appropriate;
• Enabling activities to stay on track (project management. scheduling, prioritizing); and
• Making decisions relating to the quality of work (measuring against standards)

Learn about what makes our company unique at .

Q&C welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process

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