Project Administrator & Bookkeeper

All Ontario Striping – Toronto / GTA

Full-time | Primarily remote with occasional GTA attendance

$60,000–$70,000 per year, depending on experience

All Ontario Striping is a growing GTA construction-services company specializing in pavement marking, asphalt and concrete repair, traffic and parking-lot services, industrial markings and related property-maintenance work.

We are looking for an experienced and highly organized Project Administrator & Bookkeeper to control the administrative and financial flow of our projects from customer approval through scheduling coordination, field closeout, invoicing and payment follow-up.

This is not a basic administrative-assistant position. It combines hands-on bookkeeping with active construction-project administration. The successful candidate must be comfortable working independently in QuickBooks Online, maintaining a live project pipeline, coordinating information among management, customers, suppliers and field personnel, and persistently following outstanding items through completion.

Key ResponsibilitiesProject Administration

- Maintain the company’s central pipeline of approved, scheduled, active, incomplete and completed projects.
- Review every approved-job handoff and confirm that the scope, customer approval, current quotation, site information and required documents are complete.
- Track customer-requested dates, dates promised by the company and crew dates confirmed by management as separate information.
- Identify missing approvals, purchase orders, deposits, access details, drawings, permits, site contacts, material requirements and other scheduling prerequisites.
- Prepare complete job-readiness information for management’s scheduling review.
- Record and communicate scheduling decisions after management confirms the crew, date, equipment and expected duration.
- Update the project pipeline, Connecteam assignments, Google Calendar and related records after scheduling decisions are made.
- Coordinate routine scheduling confirmations and administrative details with customers.
- Maintain organized project files with quotations, approvals, correspondence, drawings, site instructions, photographs and completion records.
- Track partial completion, return visits, outstanding work and the reason a project could not be completed.
- Confirm that completed projects have the required field notes, photographs, quantities, approved extras and customer documentation before invoicing.
- Move completed projects into an invoice-ready status without allowing incomplete closeout information to be lost.
- Maintain follow-up and exception lists with clear owners, deadlines and next actions.

Bookkeeping and Accounts Payable
- Enter and maintain accurate transactions in QuickBooks Online.
- Process vendor bills, expense receipts, credit-card transactions and supporting documentation.
- Distinguish project-specific purchases from bulk materials, inventory, equipment, vehicle and general operating expenses.
- Verify vendor bills against purchase orders, approvals, receipts, packing slips and confirmation that goods or services were received.
- Identify duplicate invoices, missing documentation,



quantity discrepancies and price variances before payment.
- Maintain accurate vendor records and independently escalate changes to supplier banking information.
- Prepare organized supplier-payment batches for owner review and approval.
- Match recorded payments to outstanding bills and bank or credit-card transactions.
- Assist with bank and credit-card reconciliations and investigate discrepancies.
- Coordinate bookkeeping information and month-end requirements with the company’s external accountant.

Purchasing and Purchase Orders
- Receive approved purchase requests from authorized managers.
- Create and maintain sequential company purchase orders.
- Send approved purchase orders to suppliers and obtain acknowledgement, pricing and expected delivery information.
- Track outstanding orders, partial deliveries, backorders and substitutions.
- Maintain purchasing and receiving documentation for bulk materials as well as project-specific purchases.
- Perform or support three-way matching among the purchase order, receiving record and supplier invoice.
- Escalate technical substitutions, material-selection questions, unauthorized purchases and material price differences to management.

Invoicing and Accounts Receivable
- Prepare and issue customer invoices promptly after work becomes invoice-ready.
- Confirm that invoices include the correct customer, project, PO number, billing contact and required supporting documents.
- Confirm that invoices reach the customer’s correct accounts-payable contact.
- Monitor payment terms, overdue balances and promised payment dates.
- Contact customers professionally regarding outstanding accounts.
- Record disputes, promises to pay, expected payment dates, follow-up dates and required management actions.
- Maintain complete and current accounts-receivable follow-up records.

Payroll, Compliance and Documentation
- Assist with payroll administration, timesheet review and employee documentation.
- Maintain organized records for receipts, employee expenses, mileage, advances and reimbursements.
- Prepare and organize certificates of insurance, training certificates, Form 1000, safety documents and customer-required project paperwork.
- Respond to urgent document requests during normal GTA business hours, including occasional later-afternoon requests.
- Verify that information is current and authorized before sending documents or making commitments.
- Maintain accurate, searchable digital financial, employee and project records.
- Use AI-assisted receipt, invoice, document and administrative workflows as these systems are implemented.

Role Boundaries The Project Administrator & Bookkeeper owns information accuracy, documentation, follow-up and administrative process completion.

The position does not independently:





- prepare estimates or determine pricing;
- change an approved project scope;
- select technical materials or application methods;
- estimate production duration;
- select crews, equipment or production sequence;
- promise an unapproved work date to a customer;
- authorize unbudgeted purchases;
- approve or release company funds; or
- make operational decisions assigned to management.

When information or authorization is missing, the employee is expected to document the issue, identify the responsible decision-maker and follow up until it is resolved.

Required Qualifications

- Hands-on bookkeeping experience.
- Strong working knowledge of QuickBooks Online or comparable accounting software.
- Practical experience with vendor bills, accounts payable, invoicing, accounts receivable and reconciliations.
- Strong organizational and document-control skills.
- Ability to manage multiple active projects, deadlines and follow-up queues.
- Strong attention to detail and confidence identifying inconsistencies.
- Professional written and verbal communication.
- Ability to communicate persistently and professionally with customers, suppliers, managers and field personnel.
- Valuable working knowledge of Google Workspace and Microsoft Excel or Google Sheets.
- Ability to work independently in a primarily remote environment.
- Reliable availability during GTA business hours, including occasional urgent requests later in the afternoon.
- Comfortable learning new digital, automation and AI-assisted workflows.
- Able to attend the Toronto office or another GTA location occasionally when required.

Preferred Experience
- Construction, contractor or project-based bookkeeping.
- Construction project administration or coordination.
- Purchase-order, receiving and supplier-management workflows.
- Project-based invoicing and job-cost allocation.
- Accounts-receivable collection and payment follow-up.
- Payroll and timesheet administration.
- Construction compliance, insurance, safety or customer-document requirements.
- Experience with field-service, scheduling or workforce-management software such as Connecteam.

How Success Will Be Measured

Performance will include

- accuracy and timeliness of bookkeeping entries;
- completeness of approved-job handoffs;
- visibility and accuracy of the active-project pipeline;
- timely escalation of missing information and scheduling constraints;
- consistency between the project pipeline, Connecteam, Calendar and QuickBooks;
- speed of invoice issuance after completed work;
- completeness of project closeout documentation;
- control of outstanding accounts receivable;
- accuracy and consistency of customer-payment follow-up;
- reduction of unprocessed bills, receipts and unmatched transactions;
- compliance with purchase-order and invoice-verification procedures;
- timely preparation of accurate payment batches;
- reduction of missed follow-ups, undocumented commitments and lost project information; and
- timely completion of customer and project administrative requirements.

Pay: $60,000.00-$70,000.00 per year

Benefits

- Flexible schedule
- Work from home

Work Location: Hybrid remote in Toronto, ON M8Z 1A8

📌 Project Adinistrator and Bookkeeper (Toronto)
🏢 All Ontario Striping
📍 Toronto