Administrative Assistant – Finance

Administrative Assistant – Finance & Billing

Job Category: Rail Transportation

Requisition Number: ADMIN001731

• Full-Time

Locations

Showing 1 location

Toronto
Toronto, ON, CAN

Description

Join Cando’s administrative team in a dynamic hybrid position supporting finance, billing, operations, customers, and internal stakeholders. This role is ideally suited for a highly organized, detail-oriented self-starter with strong financial and analytical skills and advanced proficiency in Microsoft Excel and Microsoft Office.

The Administrative Assistant – Finance & Billing will play an important role in supporting the accurate and timely administration of financial and billing activities, while also providing administrative support to a dynamic operational team. The successful candidate will work directly with corporate customers, vendors, management, and internal stakeholders and must be comfortable managing competing priorities in a fast-paced environment.

If you enjoy working with numbers, solving problems, improving processes, and working collaboratively within a team that promotes a strong safety culture, this opportunity is for you

• Work Life Balance with Fixed Schedules
• Cando’s Technical and Leadership Training Programs
• Award Winning Safety Culture
• Employee Ownership Program
• Group Life, Accidental Death & Dismemberment, and Long-Term Disability Insurances
• Canada’s Best Managed Company for 9 years

Job Description

The Administrative Assistant – Finance & Billing is responsible for providing comprehensive administrative, financial, and billing support to the operational team. This position requires a high level of accuracy, organization, confidentiality, and financial acumen, along with the ability to communicate effectively with both internal and external stakeholders. The salary range for this position is $70,000 to $75,000.00.

The successful candidate will assist with billing administration, invoice preparation and reconciliation, financial tracking, reporting, documentation, and customer follow-up. The role will also provide general administrative support to operations and assist in ensuring financial and administrative processes are completed accurately and within established timelines.

• Provide administrative, financial, and billing support to the Superintendent and operational leadership team.
• Prepare, review, track, and reconcile customer invoices, purchase orders, expenses, and supporting documentation.
• Assist with monthly billing processes, ensuring charges are accurately supported and submitted within required timelines.
• Maintain detailed billing and financial tracking spreadsheets and provide regular status updates to management.
• Review financial information for accuracy, identify discrepancies, and coordinate resolution with customers, vendors, and internal stakeholders.
• Work directly with corporate customers and internal departments regarding billing inquiries, documentation, approvals, and account reconciliation.
• Assist with accounts receivable and follow up on outstanding or disputed invoices as required.
• Support the preparation of monthly operational, financial, and KPI reports.
• Maintain organized and accurate electronic and hard-copy records in accordance with company requirements.
• Provide administrative support to operational sites and assist with coordination of regional requirements.
• Assist with purchase orders, expense reporting, cost allocation, and other financial administration.
• Support employee onboarding, documentation, and related administrative requirements as required.
• Coordinate training and recertification documentation and submit required records to the Safety Centre.
• Maintain confidentiality when handling employee, customer, financial, and commercially sensitive information.
• Identify opportunities to improve administrative and billing processes, reduce errors, and increase efficiency.
• Perform other administrative and financial duties as required to support the operation.

Skills, Knowledge, & Abilities

• Advanced proficiency in Microsoft Excel, including the ability to work with complex spreadsheets, formulas, data analysis, sorting/filtering, lookups, and reporting.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams, with the ability to quickly learn and adapt to other software and financial systems.
• Strong financial acumen with an understanding of invoicing, billing, reconciliations, purchase orders, expenses, and financial documentation.
• Exceptional attention to detail and a high degree of accuracy when working with