Project Administrator

2 weeks ago

Port Coquitlam, 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 6 branches across Ontario, Manitoba, British Columbia and Alberta, employing more than 400 experienced professionals.

**Position Summary**

We’re looking for a detail-oriented **Project Administrator in our Port Coquitlam, BC branch** with a strong foundation in billings and collections, particularly for large, multinational customers, and someone who thrives in a fast-paced and evolving environment of a scaling business. Reporting to the Finance Manager, you will play a key role in coordinating billings, managing project documentation, and supporting projects execution. This is a dynamic opportunity for someone who is eager to grow with a company, work cross-functionally, and make a real impact on operational and financial outcomes.

**Key Responsibilities**

Billing & Client Coordination
- Prepare and issue accurate, timely invoices for complex, high-value accounts
- Ensure billing complies with customer-specific terms and documentation requirements
- Prepare and deliver ad hoc reports for customers upon request, ensuring accuracy and timely response
- Collaborate with clients to resolve billing inquiries or disputes promptly
- Process and post a variety of payments (cheques, EFTs, credit cards)
- Manage collections and follow-ups on aged receivables professionally and effectively
- Work closely with the Finance team to monitor account health and support cash flow forecasting

Project & Administrative Support
- Maintain accurate customer and job files, ensuring compliance with both internal and client standards
- Support project tracking, cost control, and reporting for multiple concurrent projects
- Process and verify employee timesheets for accuracy and completeness prior to billing or payroll submission
- Collaborate with sales, operations, and finance to align on project milestones and billing schedules
- Assist estimators by gathering documentation needed for bids and quotes
- Handle project setup, including account creation and insurance/clearance certificates
- Identify and help resolve yard and field issues in coordination with internal teams and external partners

**What We’re Looking For?**
- 3+ years of experience in billing, project accounting, or accounts receivable
- Proven experience billing large, multinational clients or enterprise-level customers
- Experience in a high-growth or scaling business is highly desirable
- Post-secondary education in Accounting, Finance, or a related field
- Strong Excel skills and proficiency with Microsoft Office
- Excellent attention to detail and organization
- Strong communication and customer service skills
- Confident working independently and managing competing priorities
- Construction or manufacturing industry experience is an asset

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