Project Assistant

bird; Mississauga; Hybrid; CAD 42,000 - 60,000; Full time

Job summary

Bird in Mississauga is seeking a Project Assistant to support Finance and project teams by processing vendor invoices, gathering compliance documents, and assisting with payments. The role requires collaboration with site teams, Accounts Payable, and vendors to ensure timely submission and payment of invoices.

The position is based in the Mississauga office with a hybrid schedule (4 days in the office). You will coordinate with project teams to ensure accurate coding, PO changes, and timely

Qualifications

• 3+ years of project assistant experience or equivalent.
• Experience in construction industry is a plus.
• Experience with OnBase and/or Viewpoint accounting systems is an asset.
• Proficiency in Microsoft Office.
• Excellent written and verbal communication.
• Ability to manage a large volume of work and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to multitask and handle changing priorities.

Responsibilities

• Review supplier and subcontractor invoices for accuracy and approvals.
• Index and process invoices in OnBase and Viewpoint; route for review.
• Monitor invoice status and follow up with project managers and vendors.
• Investigate and resolve invoice issues including coding and PO discrepancies.
• Maintain purchase orders and issue change orders as needed.
• Process goods receipts and expenses and provide first-level review.
• Upload and organize project docs in Procore, InEight, SharePoint, and related systems.
• Communicate with vendors to resolve payment and documentation issues.
• Track approvals, invoices, and compliance documents to avoid delays.
• Support multiple projects and respond to changing priorities.

Skills

Microsoft Office

Attention to detail

Excellent communication

Vendor management

Time management

Team player

Tools

OnBase

Viewpoint

Concur

Procore

SharePoint

Job description

Project Assistant

Reporting to the Finance Support Manager, the Project Assistant will be responsible for assisting with all project related duties. This includes processing vendor invoices, gathering compliance documents and responding to vendors for payments related inquiries. The successful candidate will work closely with the site teams and the Industrial East Finance team to ensure all invoices are submitted and paid on time.

This position is based out of the Mississauga office. Hybrid (4 days in the office)

What You Will Be Working On

• Review incoming supplier and subcontractor invoices for accuracy, coding, purchase order information, supporting documentation, and appropriate approvals.


• Index and process a high volume of supplier and subcontractor invoices in OnBase and Viewpoint accounting systems and route invoices for review and approval.


• Monitor invoice status and proactively follow up with Project Managers, site teams, Accounts Payable, vendors, and subcontractors to resolve outstanding invoices, payment holds, discrepancies, and missing information.


• Investigate and resolve invoice issues, including incorrect coding, missing purchase orders, receiving issues, duplicate invoices, pricing discrepancies, and incomplete supporting documentation.


• Maintain purchase orders and create purchase orders change orders as required, coordinating with project teams and vendors to ensure accurate information.


• Process receiving of goods and services in Viewpoint based on packing slips, confirmations, and information received from site teams.


• Process expenses in Concur Expense Management as needed and provide first-level review/support in accordance with established processes.


• Upload, organize, and maintain project documentation in Procore, InEight, SharePoint, OnBase, Viewpoint, and other applicable systems.


• Liaise with project/site teams, accounts payable and vendors while maintaining positive relationships.


• Communicate directly with vendors and subcontractors by email and phone to resolve invoice, purchase order, payment, compliance, and documentation issues.


• Track outstanding approvals, invoices, compliance documents, purchase orders, receiving, and other time-sensitive action items to avoid delays.


• Support multiple projects simultaneously and respond to changing priorities, urgent requests, and project deadlines.


• Prepare statutory declarations for signature and distribution.


• Match invoices to the appropriate purchase orders, phase codes, cost types, and cost centers while investigating and resolving coding challenges that may impact payment timelines.


• Support continuous process improvement initiatives by developing invoice tracking methods, reconciliation procedures, and workflow efficiencies that improve accuracy and turnaround times.

What We Are Looking For

• Project assistant or relevant experience of at least 3 years


• Experience working in the construction industry considered an asset


• Experience with OnBase and/or Viewpoint Accounting System considered an asset


• Intermediate level computer skills, including Microsoft Office suite.


• Excellent communications skills, customer service mindset, and a team player attitude


• Ability to manage a large volume of work and can consistently meet deadlines while ensuring high attention to detail and accuracy


• Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges in a dynamic business environment


• Demonstrated ability to work independently, take ownership of follow-ups, and close outstanding items.


• Ability to exercise sound judgment, identify urgent or high-impact issues, and elevate appropriately when required.


• Advanced invoice reconciliation and discrepancy analysis.


• Purchase Order to Invoice matching and validation.


• Invoice backlog management and risk identification.


• Vendor and stakeholder relationship management.


• High-volume transaction processing with strong attention to detail.

For Those Who Seek to Redefine

The greatest achievements in history are borne from the greatness within people - where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada's skylines coast-to-coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

What We Believe In

We Put Safety First A healthy and safe work environment is non-negotiable. We build a culture of operat