Are you looking for a great place to work?

A place where team members genuinely care about each other?

Are you looking for a career – not JUST a job? A role you can really put your stamp on?

Then consider this outstanding chance!

Company Overview

Our Client, Advance Services Group Inc. is a Winnipeg-based commercial service and construction company providing plumbing, HVAC/refrigeration, electrical, construction, general maintenance, environmental, and specialty services. They support commercial, industrial, retail, property management, and institutional clients across Manitoba and Northwestern Ontario.

They are looking to add a full-time Administrative & Billing Coordinator to their office team. This is a key support role responsible for front office administration, billing preparation, work order documentation, invoice draft preparation, and general administrative support across the Service, Operations, Field Operations, and Accounting teams.

Position Summary

The Administrative & Billing Coordinator will help ensure completed work orders are properly reviewed, organized, documented, and prepared for billing. This person will sit at the front office, provide professional reception and administrative support, and help maintain the flow of information between service, operations, field staff, and accounting.

This role is best suited for someone who is highly organized, detail-oriented, reliable, and comfortable following up with multiple people to collect missing information. The successful candidate does not need to be a technical tradesperson, but they must be able to work with service work orders, invoices, job notes, purchase orders, photos, and customer documentation in a busy service/construction office environment.

Scheduled hours are 7:30am-4:00pm

Key Responsibilities

Front Office Reception & Administrative Support

· Answer incoming phone calls and direct inquiries to the appropriate team member

· Greet visitors, vendors,



customers, and field staff in a professional manner

· Receive and organize incoming paperwork, deliveries, mail, and documentation

· Assist with general filing, scanning, data entry, document organization, and office administration

· Maintain organized electronic and paper job files

· Support internal communication between Service, Operations, Field Operations, and Accounting

· Assist with customer forms, vendor forms, certificates, compliance documents, and other administrative requirements as needed

Billing Preparation & Work Order Review

· Review completed work orders for billing readiness

· Check for required billing information, including job notes, labour entries, material backup, purchase orders, customer references, photos, signed work slips, and supporting documentation

· Follow up with internal team members when information is missing, unclear, or incomplete

· Prepare draft invoice descriptions using clear, professional wording

· Organize billing backup for review and approval

· Maintain a list of completed work orders that are ready to bill, missing information, on hold, or requiring manager review

· Support the Accounting Manager with billing preparation and invoice package organization

· Help reduce delays between job completion and invoice submission

Operations & Service Support

· Assist the Service Coordinator, Operations Manager, and Field Operations Manager with administrative follow-up

· Help organize job documentation for service work, quoted work, project work, and customer requests





· Track outstanding documentation required from field staff, vendors, or internal managers

· Assist with preparing information for billing, customer updates, quotes, and job closeout

· Help identify incomplete work orders or files before they become billing delays

Required Skills & Qualifications

· 1-3 years of previous office administration, billing, accounts receivable support, service administration, dispatch administration, or construction/trades office experience is preferred

· Strong attention to detail

· Excellent organizational and follow-up skills

· Strong written and verbal communication skills

· Professional phone manner and front-office presence

· Comfortable working with invoices, work orders, emails, documentation, and customer information

· Able to manage multiple priorities in a busy environment

· Able to follow processes and ask questions when information is unclear

· Reliable, accountable, and able to work independently once trained

· Comfortable using computers, email, spreadsheets, and business software

The following experience would be considered an asset:

· Construction, trades, mechanical, electrical, HVAC, plumbing, maintenance, or service company administration

· Billing coordination or invoice preparation

· Work order management

· Accounts receivable or accounting support

· Property management, facilities, or contractor administration

· Experience with Jonas, Verisae, ServiceChannel, or similar service/work order platforms

Pay: $23.00-$27.00 per hour

Benefits:

- Company events
- Paid time off
- Wellness program

Application question(s):

- Are you legally eligible to work in Canada?
- Are you able to reliably work onsite at the company's location?

Experience:

- Billing or Office Support: 2 years (preferred)

Location:

- Winnipeg, MB R2L 1Z9 (preferred)

Work Location: In person

📌 Administrative & Billing Coordinator (Winnipeg)
🏢 Advance Services Group
📍 Winnipeg