Whitaker Construction is a progressive luxury residential construction company specializing in architecturally driven custom homes throughout Toronto and Prince Edward County. We are committed to delivering exceptional residences defined by superior craftsmanship, precision, and meticulous attention to detail. Our work is distinguished by an unwavering dedication to quality, organization, accountability, and structure, with a clear mission to provide our clients with an outstanding custom home-building experience.
At Whitaker Construction, we believe great projects are built by great people. We have created a collaborative, positive, and high-performing environment where motivated individuals can grow, contribute, and take pride in their work. Our team values integrity, accountability, craftsmanship, and continuous improvement, while maintaining a supportive and solutions-oriented culture.
We are currently seeking a highly organized and detail-oriented Accounting & Administrative Coordinator (AP Lead) to join our growing team. Reporting to the Director of Operations, this individual will play a key role in supporting day-to-day office operations, including clerical duties, data entry, accounts payable coordination and processing, weekly payroll administration, as well as the preparation, issuance, and tracking of purchase orders and construction change orders.
As a close-knit and collaborative team, we place strong emphasis on a positive and professional company culture. We value teamwork, communication, and mutual support as essential components of our success. The ideal candidate is a proactive, trustworthy team player who demonstrates flexibility, adaptability, and a willingness to embrace new challenges, while consistently contributing to a high-performing and solutions-oriented environment.
Responsibilities:
Office Administration Skills:
- Strong organizational and administrative coordination abilities
- High level of accuracy in data entry, documentation, and record-keeping
- Proficient in managing office workflows and supporting daily operations
- Professional handling of phone reception and front-line communications
- Oversee and manage shared email inboxes, ensuring timely response and proper routing
- Perform clerical duties, including word processing, document preparation, photocopying, and general office support as required
- Process incoming and outgoing mail in an organized and timely manner
- Ability to maintain and manage both digital and physical filing systems
- Skilled in ordering and tracking office supplies and inventory needs
- Comfortable supporting accounting and project coordination tasks as required
- Strong multitasking abilities in a fast-paced, deadline-driven environment
- Professional communication with internal teams, vendors, and stakeholders
- Proficiency with QuickBooks and general office software systems
Accounts Payable Responsibilities:
- Prepare, issue, and maintain accurate tracking of purchase orders in alignment with project requirements
- Review and resolve two-way match discrepancies between vendor invoices and purchase orders, ensuring accuracy and compliance
- Enter and maintain all project-related expenses within QuickBooks and project management systems with a high level of accuracy
- Coordinate and process subcontractor payments in accordance with project timelines and approved payment schedules
- Ensure all AP documentation is complete, organized, and properly filed for audit and project costing purposes
- Liaise with project managers and vendors to support timely invoice approvals and payment processing
Client Billing (Bi-Weekly):
- Prepare and issue bi-weekly client invoices in accordance with project progress and contract terms
- Coordinate with Project Managers to confirm billing accuracy, including approved change orders and project updates
- Review job cost reports to ensure all applicable expenses are captured and correctly allocated prior to invoicing
- Maintain organized billing records and supporting documentation for all client invoices
- Address and resolve billing inquiries in a timely and professional manner
- Ensure accuracy, consistency, and alignment between accounting systems and project management records
Ideal Candidate Will Have:
- Strong communication, organizational, and time management skills
- A positive, professional, and team-oriented attitude with the ability to collaborate effectively
- Knowledge of basic accounting principles, with proficiency in QuickBooks and Microsoft Office Suite
- Strong attention to detail and a high level of accuracy in all work
- An eagerness to learn and adapt to new systems, processes, and technologies in a fast-paced environment
Schedule:
Education:
Post-secondary education in Accounting, Business Administration, or a related field, or equivalent experience is preferred
Job Type: Full-time
Pay: $47,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Paid time off
- Vision care
Flexible language requirement:
Education:
Experience:
- Quickbooks: 3 years (required)
- Administrative: 5 years (required)
Work Location: In person
