We are seeking a highly organized and detail-oriented Construction Billing Coordinator to support our Project Managers within the Refrigeration Construction Department. This position plays a key role in job setup, billing, and administrative support throughout the lifecycle of our construction projects.

Key Responsibilities

Job Setup & Administration

• Set up new installation jobs, including job sheets, job numbers, and system entries
• Apply for permits and ensure follow-through on approvals
• Support Project Managers by preparing required documentation (e.g., WCB clearance, certificates of insurance, safety plans, customs forms)
• Collect and maintain up-to-date PST Exemption Certificates or Farmer ID’s annually
• Print and distribute a weekly job list
• Prepare time & material tracking spreadsheets for Project Manager review
• Create and maintain physical and digital job files
• Coordinate with Accounts Receivable to set up new customers for construction projects
• Upload permits, signed contracts, schedules of values, billing items, and change orders into the system

Billing

• Generate invoices for completed projects and progress billing as needed
• Post and send invoices to customers through appropriate channels
• Prepare and submit statutory declarations as required
• Track due dates, deposits, and payment plans
• Monitor change orders and coordinate with Project Managers to ensure timely system updates
• Close jobs in the system when projects are complete

General Support

• Answer incoming calls and assist with general inquiries
• Issue purchase orders as needed
• Respond to customer billing inquiries and resolve issues professionally

Qualifications

• Minimum 5 years of billing experience, ideally within construction or a related field
• Experience with Microsoft Dynamics GP (Great Plains) is an asset
• Proficient in Microsoft Excel and Word
• Exceptional organizational skills with attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines under pressure