Procurement & Invoicing Specialist – ALTO project / Cadence

SYSTRA; Montreal; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

SYSTRA Canada is seeking a Finance/Invoicing Coordinator to manage field investigation invoices, ensuring accuracy, compliance and timely processing. You will collaborate with geophysics and surveying teams and interface with accounting to validate charges and maintain traceability across project records.

The role requires 5–7 years in invoicing or project accounting, strong Excel and ERP skills, and fluent French/English communication for diverse client interaction. Hybrid workplace in Canada.

Qualifications

• Education: College diploma or university degree in accounting, administration, finance, management, or related field.
• 5–7 years of relevant invoicing, contract administration, procurement, project accounting, or administrative coordination experience.

Responsibilities

• Invoice Management: review invoices from subcontractors and vendors, ensure compliance with PO, contracts and field reports; perform technical and financial validation with technical teams; maintain filing and traceability in project systems.
• Financial Monitoring and Reporting: monitor budgets for field investigations; create dashboards to track costs by service type; provide regular invoice status and risk reporting.
• Stakeholder Relations: liaise with subcontractors to clarify billed items; coordinate with technical teams to validate service vs invoices; collaborate with accounting and procurement to ensure timely payments.
• Compliance and Audit: ensure adherence to internal procedures and regulations; prepare files for audits; update invoicing processes as projects evolve.

Skills

Invoicing

ERP systems

Excel

Bilingual (French/English)

Document reconciliation

Education

College diploma or university degree in accounting, administration, finance, management, or related field

Tools

ERP software

Accounting software

Job description

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.

Context

As part of field investigation campaigns (physical environment, geophysics, surveying, geomorphology, etc.), the candidate will be responsible for the administrative and financial management of invoices related to field investigation activities, ensuring their accuracy, compliance, and traceability, while meeting contractual deadlines and internal project procedures.

Missions/Main Duties

Invoice Management

• Receive and review invoices issued by subcontractors, service providers, and suppliers (laboratories, consulting firms, field experts, etc.).
• Verify that invoices comply with purchase orders, contracts, and field campaign progress reports.
• Carry out technical and financial validation in collaboration with technical teams (geophysics, surveying, etc.) and accounting.
• Maintain proper filing and traceability of documents in the project management system (dedicated software, database, etc.).

Financial Monitoring and Reporting

• Monitor budgets allocated to field investigations and raise alerts in the event of overruns or anomalies.
• Prepare dashboards to track costs by type of service (geophysics, surveying, etc.).
• Provide regular reporting to project management on invoice status, potential delays, and financial risks.

Stakeholder Relations

• Liaise with subcontractors to clarify billed items (methodologies, quantities, rates).
• Coordinate with technical teams (geologists, surveyors, etc.) to validate alignment between services performed and invoices submitted.
• Work closely with accounting and procurement to ensure payment within required timelines.

Compliance and Audit

• Ensure compliance with internal procedures and applicable regulations (accounting standards, tax requirements, etc.).
• Prepare files for internal or external audits.
• Update invoicing processes in line with project developments.

Profile/Skills

Education: College diploma or university degree in accounting, administration, finance, management, or a related field.

Years of experience: 5 to 7 years of relevant experience in invoicing, contract administration, procurement, project accounting, or administrative coordination.

Technical Skills

• Experience supporting multidisciplinary project teams.
• Strong knowledge of invoicing and document reconciliation.
• Good understanding of purchase orders, contracts, and subcontracts.
• Proficiency in Excel and ERP systems or accounting software.
• Ability to analyze invoicing discrepancies and ensure follow-up.
• Strong oral and written communication skills in both French and English*.
• Reason for the bilingual requirement: You will have the opportunity to work with a diverse client base, including both French- and English-speaking companies. Bilingualism is therefore essential to building strong client relationships, understanding their specific needs, and communicating effectively in their preferred language.

Interpersonal Skills

• Strong organizational skills.
• Thoroughness and attention to detail.
• Ability to manage multiple priorities.
• Excellent communication and collaboration skills.

SYSTRA Canada is committed to having a diverse and inclusive workforce. We are an Equal Opportunity Employer that values applications from all and offers employment equity based on the merits and abilities of candidates and personnel.

We use AI-enabled tools in our recruitment platform (iCIMS) for tasks like resume parsing and candidate matching. These tools do not make hiring decisions; all applications are reviewed by a human recruiter, and final decisions are made by our hiring team. For questions about our hiring process or AI tools, please contact [e-mail].

Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine.

Workplace Type

Hybrid