Project Administrator

Ezetop LLC; Port Coquitlam; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Paid vacation days

Paid sick days

Diversity day

Health, dental and vision plan

Retirement plan with company match

Professional development

Referral program

Team-building events

Job summary

Northstar Access is seeking a detail-oriented Project Administrator in Port Coquitlam, BC, to manage billing, project documentation, and cross-functional support. You will collaborate with sales, operations, and finance to align on project milestones and billing schedules as the business scales.

The role emphasizes accuracy in invoicing, collections for multinational clients, and maintaining organized job files while supporting project tracking and timesheet verification for payroll submission.

Qualifications

• 3+ years of experience in billing, project accounting, or accounts receivable.
• Experience billing large, multinational clients or enterprise-level customers.
• Post-secondary education in Accounting, Finance, or a related field.
• Strong Excel skills and proficiency with Microsoft Office.

Responsibilities

• Prepare and issue accurate, timely invoices for complex, high-value accounts.
• Ensure billing complies with customer-specific terms and documentation requirements.
• Prepare and deliver ad hoc reports for customers upon request.
• Collaborate with clients to resolve billing inquiries or disputes promptly.
• Process and post a variety of payments (cheques, EFTs, credit cards).
• Manage collections and follow-ups on aged receivables professionally.
• Monitor account health and support cash flow forecasting.

Skills

Billing

Accounts receivable

Client coordination

Excel

Communication

Education

Accounting/Finance degree

Tools

Microsoft Office

Microsoft Excel

Job description

Who is Northstar?

Northstar Access is the leading provider of safe, temporary access solutions to construction and industrial markets across Canada. We provide end-to-end service (design, engineering, delivery, installation, rental, and sales), and our growing list of products include scaffolding, shoring, swing stages, edge protection, material hoists, and mast climbing work platforms. Northstar’s customers depend on them for high-quality products, exceptional installation services, industry-leading experience, and a dedicated focus on safety. Since 2012, Northstar has expanded from its original location in Southern Ontario, and now operates from 6 branches across Ontario, Manitoba, British Columbia and Alberta, employing more than 400 experienced professionals.

Position Summary

We’re looking for a detail-oriented Project Administrator in our Port Coquitlam, Vancouver/BC branch with a strong foundation in billings and collections, particularly for large, multinational customers, and someone who thrives in a fast-paced and evolving environment of a scaling business. Reporting to the Finance Manager, you will play a key role in coordinating billings, managing project documentation, and supporting projects execution. This is a dynamic opportunity for someone who is eager to grow with a company, work cross-functionally, and make a real impact on operational and financial outcomes.

Key Responsibilities

Billing & Client Coordination

• Prepare and issue accurate, timely invoices for complex, high-value accounts
• Ensure billing complies with customer-specific terms and documentation requirements
• Prepare and deliver ad hoc reports for customers upon request, ensuring accuracy and timely response
• Collaborate with clients to resolve billing inquiries or disputes promptly
• Process and post a variety of payments (cheques, EFTs, credit cards)
• Manage collections and follow-ups on aged receivables professionally and effectively
• Work closely with the Finance team to monitor account health and support cash flow forecasting

Project & Administrative Support

• Maintain accurate customer and job files, ensuring compliance with both internal and client standards
• Support project tracking, cost control, and reporting for multiple concurrent projects
• Process and verify employee timesheets for accuracy and completeness prior to billing or payroll submission
• Collaborate with sales, operations, and finance to align on project milestones and billing schedules
• Assist estimators by gathering documentation needed for bids and quotes
• Handle project setup, including account creation and insurance/clearance certificates
• Identify and help resolve yard and field issues in coordination with internal teams and external partners

What We’re Looking For?

• 3+ years of experience in billing, project accounting, or accounts receivable
• Proven experience billing large, multinational clients or enterprise-level customers
• Experience in a high-growth or scaling business is highly desirable
• Post-secondary education in Accounting, Finance, or a related field
• Strong Excel skills and proficiency with Microsoft Office
• Excellent attention to detail and organization
• Strong communication and customer service skills
• Confident working independently and managing competing priorities
• Construction or manufacturing industry experience is an asset

Thank you for your consideration - we look forward to reviewing your application!

Northstar Access is an equal opportunity employer. We value and are committed to creating a diverse and inclusive workplace for everyone. We are committed to providing equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

All applications are assessed by our HR team. We do not utilize artificial intelligence or automated filtering systems at any stage of our recruitment process.

In addition to the base salary, the role is eligible for a comprehensive benefits package, which includes paid vacation days, paid sick days, paid flexible diversity day, comprehensive health, dental and vision plan, retirement plan with company contribution, professional development support, company incentives such as a referral program, and team-building and social events.

The stated range, which may vary depending on primary work location, represents the minimum and maximum base salary we expect to offer newly hired employees for this position. We recognize that exceptional talent doesn’t always fit neatly into a bracket. If your qualifications exceed the scope of this role, we may be open to expanding the mandate — and adjusting the salary — to reflect your expertise.