Billing Administrator

3 months ago

Ottawa, Canada Northstar Access Full time

**Who is Northstar**:
Northstar Access is the leading provider of safe, temporary access solutions to construction and industrial markets across Canada. We provide end-to-end service (design, engineering, delivery, installation, rental, and sales), and our growing list of products include scaffolding, shoring, swing stages, edge protection, material hoists, and mast climbing work platforms. Northstar’s customers depend on them for high-quality products, exceptional installation services, industry-leading experience, and a dedicated focus on safety. Since 2012, Northstar has expanded from its original location in Southern Ontario, and now operates from 5 branches across Ontario, Manitoba, and British Columbia, employing more than 350 experienced professionals.

**Who are we looking for**:
We are actively looking for a Billing Administrator who will be reporting to the Administrative Supervisor. The Billing Administrator is responsible for coordinating and billing of projects according to competing priorities and project plans. This position prepares schedules, collaborates with various stakeholders, coordinates documentation for construction projects, and prepares billing and collection summaries through to project completion along with responsible for collections and customer account management.

**MAJOR JOB DUTIES AND RESPONSIBILITIES (List in order of importance)**
- Draft, finalize and issue accurate invoices to clients on a timely basis and prepare amendments as required
- Respond timely to client queries regarding billing concerns and invoices
- Process and post payments - cash, cheques, credit or debit, and EFT payments
- Perform outbound calls to customers for payment collections on outstanding account balances.
- Maintain job files and liaise with the sales team to manage projects and ensure compliance with supplier requirements
- Assist with project planning, progress monitoring, and cost control
- Ensure completion of job pre-qualification documents and liaise with finance team on new account creation
- Obtain Certificates of Insurance (COIs) and Workers Compensation Clearances when requested
- Obtain information as required to support estimator’s bid and quotation process
- Generate AR reports for management on a weekly and ad-hoc basis
- Conduct AR meetings with branch managers to discuss problem accounts
- Maintain customer accounts and update records as needed
- Maintain accurate records of communications and agreements with customers
- Assist in month-end closing procedures and provide support during audits
- Other ad-hoc analysis and office administration as required
- Other duties, as assigned

**QUALIFICATIONS (Education/Training, Experience and Certifications)**
- 2+ years of collection and billing experience is required (preferably in construction space)
- Minimum High school diploma

**KNOWLEDGE SKILLS AND ABILITIES (Those necessary to perform the job competently)**
- Excellent communication, interpersonal and time management skills
- Proficient with Excel
- Ability to adapt to a changing environment and meet deadlines
- Ability to work independently
- Ability to communicate with team members up and down the organization
- Team player
- Strong attention to detail
- Strong time management and organizational skills
- Honest, humble, courteous, and able to demonstrate strong work ethics
- Driven and ability to work with minimum supervision

**ENVIRONMENTAL WORKING CONDITIONS & PHYSICAL EFFORT (Under Typical Positions)**
- Typically works in an office setting with adequate lighting and ventilation and provided with a normal range of room temperature and noise level
- Minimal physical effort required. Work is mostly sedentary but can require walking, standing, bending, reaching, lifting, or carrying objects that typically weigh less than 10lbs.
- Frequent viewing of a computer screen and the use of hands and fingers to type on a keyboard, calculator and open documents.
- Frequent volume of work and deadlines that could impose mental strain and require focus on a routine basis. Work assignments are diversified. Frequent focus required to complete analysis and resolve unique problems. Recollection of past precedent may be required to resolve work problems.

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