HKLA is a creative and collaborative team of Landscape Architects, Designers, and Arborists with over 40 years in business. The firm works on a wide range of projects for both public and private clients from inventory/analysis/master planning, through to detailed design and contract administration. A creative and unique approach is taken to projects of all sizes implementing vision into the public realm.

The Firm is seeking a detail-oriented and organized BILLING & OFFICE ADMINISTRATOR to join our team. The successful candidate will be responsible for managing accounts payable/receivable transactions, client invoicing, collections, and providing administrative and customer support to ensure the efficient operation of the office and billing needs.

Key Responsibilities

Create project profiles and billing breakdowns in BillQuick software, adapt to new software, lead and support with implementation of current billing systems

Assist staff in entering and adjusting timesheets accurately, including inputting management timesheets

Prepare, batch, create, issue, and submit client invoices at month-end and as required by the client via email or mail, while working closely with management and ensuring compliance with client service level agreements (SLAs) and agreed pricing structures

Maintain updated customer information files, including contact and invoice information; process credit memos and retainers; track exceptions and discrepancies between the time log and invoice register

Monitor accounts receivable, contact clients regarding overdue accounts, follow up on outstanding invoices via phone and email, reconcile vendor statements, investigate discrepancies,



and resolve payment-related issues to ensure timely collection of payments

Support accounts payable as required, including paying office bills, issuing payments to subcontractors, reviewing, sorting, and prioritizing invoices to ensure timely processing and avoid late payment penalties

Log expenses for billing and maintain accurate financial and office records and filing systems, including supporting the office team with organizing filing systems

Assist with administrative work as required, including word processing, promotional materials, proposal submissions for Requests for Proposals (RFPs), general office administration, clerical support, special projects, and other duties assigned by management

Support management with Health and Safety and Human Resources tasks, functions, documentation, and filing

Support management and the team with drafting inspection reports, meeting minutes, correspondence, and other project-related documents

Act as the front-line customer service to clients, including answering the phone and general emails, directing calls and emails accordingly, and responding to vendor/client inquiries in a professional and timely manner

Welcome guests and prepare staff and meeting rooms prior to meetings; organize meetings and other gatherings such as webinars and lunch n’ learns,



including ordering meals and making other preparations; manage, track and order office supplies as required

Qualifications:

Experience with Accounts Payable, Accounts Receivable, Billing, or a related accounting role

Solid understanding of invoice processing, vendor reconciliations, and collections procedures

Excellent organizational skills with the ability to manage multiple priorities and deadlines

High attention to detail and accuracy

Strong problem-solving and analytical abilities

3+ years of general billing and bookkeeping experienceMust be proficient with BillQuick or a similar accounting system and adaptable to new systems

Must be proficient with Microsoft Office Products, namely Outlook, Excel, and Word

Must be proficient with Adobe PDF editor and other Adobe Creative Cloud proficiency is an asset

Ability to work independently and as part of a team

Strong communication and customer service skills

Have exceptional verbal and written English skills

We offer:

Hybrid work model

A collaborative and creative work environment in a modern office, minutes from the go station

Competitive compensation that reflects your qualifications and experience

Employer-paid health benefits

Required Application Documents:

Cover letter, letter of Introduction

Resume

References

Job Types: Full-time, Permanent

Pay: $46,000.00-$52,000.00 per year

Benefits:

Casual dress

Dental care

Disability insurance

Extended health care

Life insurance

Experience:

Accounts Receivables: 3 years (preferred)

Work Location: Hybrid remote in Ajax, ON L1S 7J5

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📌 Billing & Office Administrator (Ontario)
🏢 Henry Kortekaas & Associates
📍 Ontario