The Administrative & Billing Coordinator is responsible for supporting the company’s revenue cycle, project administration, billing operations, accounts receivable processes, and operational coordination activities. This role plays a critical part in ensuring that client invoicing is accurate, timely, contract-compliant, and fully supported by the appropriate documentation and project records. This is a remote position with preference to those based in Edmonton, AB working regular business hours.
1. Billing & Revenue Administration
- Reconcile schedules, timesheets, payroll records, shift reports, and project documentation.
- Prepare and issue client invoices.
- Verify billing rates, overtime, statutory holiday premiums, per diems, travel, accommodations, mileage, equipment charges, and reimbursable expenses.
- Ensure invoices align with contract terms, purchase orders, work orders, and client billing requirements.
- Submit invoices through client portals (Oracle, Textura, Ariba, Coupa, SAP, etc.).
- Maintain supporting documentation and invoice packages.
- Identify and recover missed billable revenue.
- Track contract values, approved budgets, change orders, and remaining billable amounts.
2. Accounts Receivable & Collections
- Monitor outstanding invoices and payment status.
- Follow up with clients regarding overdue accounts.
- Resolve billing questions, payment issues, and invoice disputes.
- Apply payments and reconcile customer accounts.
- Produce AR aging reports and collection summaries.
- Coordinate with client Accounts Payable departments regarding invoice approvals and payment delays.
- Escalate collection concerns and payment risks to management.
- 3. Project Controls & Contract Administration
- Support project setup and contract administration.
4. Operations Coordination
- Coordinate with Operations, HR, Payroll, Project Managers, Site Supervisors, and Executive Leadership to obtain required documentation.
- Reconcile rotational schedules and workforce deployments against client billing requirements.
- Track travel, accommodations, flights, vehicle rentals, mileage, and per diem costs.
- Verify staffing changes, mobilizations, demobilizations, and emergency deployments are properly reflected in billing.
- Track subcontractor costs, invoices, and pass-through expenses.
5. Reporting & Process Improvement
- Prepare monthly billing, revenue, AR, and project performance reports.
- Assist with month-end and year-end financial processes.
- Maintain billing procedures, templates, trackers, and workflow documentation.
- Identify process improvements that increase billing accuracy, improve collections, and reduce revenue leakage.
- Support implementation and optimization of accounting, payroll, scheduling, and project management systems.
- Create project files, billing codes, customer profiles, and project tracking sheets.
- Review contracts, service agreements, amendments, and purchase orders for billing requirements.
- Monitor project budgets, labour utilization, purchase order balances, and approved funding limits.
- Track project milestones, contract renewals, extensions, and invoicing deadlines.
- Maintain project financial trackers and work-in-progress reporting.
- Assist with revenue forecasting and project profitability tracking.
Position Requirements:
- Post-secondary education in Business Administration, Accounting, Finance, Office Administration, or a related discipline preferred.
- Equivalent combination of education and directly relevant experience may be considered.
- 3-5+ years of experience in billing, accounts receivable, collections and client follow-ups
- Strong written and verbal communication skills.
- High attention to detail with the ability to interpret contracts, purchase orders, work orders, and client billing requirements to ensure billing accuracy.
- Experience using accounting and project coordination systems such as QuickBooks, ERP systems, client invoicing portals, and workflow/project management tools.
- Able to work cross-functionally with operations, payroll, HR, and leadership teams.
Pay: $22.00-$26.00 per hour
Benefits:
- Company events
- Extended health care
- Work from home
Application question(s):
- Do you have experience with Quickbooks?
Education:
- Bachelor's Degree (preferred)
Experience:
- administration & billing: 3 years (required)
Location:
Work Location: Remote
