Hybrid Project Administrator

at Northstar Access

• Job title: Project Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$50,000 - CA$60,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Calgary, Canada

About the role

• Project Administrator roles focusing on billing and project documentation for multinational clients. Joining Northstar Access, a leader in safe, temporary access solutions across Canada.

Responsibilities

• 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
• 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

Requirements

• 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

Benefits

• Paid vacation days
• Paid sick days
• Paid flexible diversity day
• Comprehensive health, dental and vision plan
• Retirement plan with company contribution
• Professional development support
• Company incentives such as a referral program
• Team-building and social events