Accounts Receivable Contracts Administrator

Location: Oakville, Ontario, Canada

Type: Full Time

Min. Experience: Mid Level

The State Group Inc. is a leading multi-trade industrial contractor.  Established in 1961, State Group has built long-term relationships with Fortune 100 companies in the Automotive, Power, Steel, Oil and Gas, and Transportation Industries.  Headquartered in Mississauga, Ontario, State Group has branch offices across Canada and the United States.  State Group is ISO 9001:2015 registered.

Basic Function:

  • Accountable for setting up new projects and billing the customer for work performed.
  • Maintain communication with other departments and management
  • Accountable for compliance with company policies and procedures.
  • Preparing billings in an accurate and timely manner
  • Maintain project files

Essential Functions:

  • Maintains communication with branch staff and management by preparing daily, weekly, and monthly reports regarding jobs and divisional operations
  • Responsible for initial setup and input of job contracts, work orders and T&M jobs, including data-entry, scanning/copying
  • Review contract agreements and purchase orders for WSIB, Insurance, Bonding and Billing requirements and provide said documents
  • Responsible for preparing and reviewing job invoice packages for final send-out to customers in a timely manner after delivery of goods and/or services
  • Obtain appropriate approvals where necessary prior to processing billings
  • Research and resolve billing discrepancies, process adjustments and credit invoices
  • Ensure data and job changes are received and inputted promptly, updated accurately and reports reflect current information and values
  • Accountable for reviewing job reports and job activity, ensuring jobs are billed in a timely manner by coordinating with the Project Manager(s)
  • Maintain up-to-date billings and job files
  • Enter invoices into customer invoicing websites
  • Assist with month-end closing
  • Enter data promptly with accuracy
  • Completes projects on a timely basis as assigned by management
  • Performs other various duties as assigned

Required Knowledge / Skills / Abilities:

  • 1 – 3 years of billings experience
  • Proficient in Excel and MS Office Suite
  • Self-motivated, team-oriented individual
  • Attention to detail and strong organizational skills
  • Excellent interpersonal and communication skills, both written and verbal
  • Experience with Jonas construction software a plus


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