Responsibilities within this position, include the following (understanding that from time-to-time, business and/or project requirements may dictate other requirements for support):

Reception / Phones (# 2 Backup)

General Administration/Support as required

Work Order Log (project numbering)

- Maintain log of assigned WO#s for both Shop and Field

Billings

- Main contact for all issues/concerns
- Extension calculations on Work Orders
- Invoicing (on-site and off-site work)
- Cash Sales transactions (credit/debit card processing)
- Progress Estimate preparation, review and process for approval
- Costing of all Time Sheets for T&M; work
- Holdback tracking/reconciliation (Customer)
- Sub-Contractor invoicing verification/tracking to project

Accounts Receivable

- Follow-up on outstanding accounts > 30 days
- Receive all notifications of EFT for Receivables
- Receive/apply payments / reconcile discrepancies
- Point of contact re A/R issues

Support for Plant Manager

- Prepares quotes/estimates
- Print drawings
- Prepares all correspondence, photocopying
- Responsible for packaging, labeling, and scheduling pickups for outgoing courier shipments





Project Initiation through to Close Requirements:

- Project Binder preparation for Field Project Manager
- Copy of contract and special project requirements
- Collective Agreement details specific to project
- Documents for project initiation meeting, time sheets, field reports, safety documents, etc.

- Maintain Daily Reports
- Purge/archive files at project close

Project Accounting/Tracking/Reporting

- Main contact re: Project details/information/issues
- Maintain all project documentation
- Full cycle - open to close, archive

Project Closure / Termination

- Statutory Holdback reconcile/Billing
- Warranty Holdback reconcile/Billing
- Turnover package / Closing requirements

Files (Electronic & Paper)

- ALL Customer/Project files
- ALL Shop files
- Archiving/Records retention / confidentiality of all files

Pay: $45,000.00-$65,000.00 per year

Advantages

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care

Work Location: In person

📌 Contract / Billing Administrator (Saint John)
🏢 MacDonald Applicators
📍 Saint John