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Billing Coordinator

2 weeks ago

Aldergrove, British Columbia, Canada The Arcticom Group Full time $60,000 - $80,000 per year

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