Pay: CA$75,000.00 - CA$100,000.00 per year

We are a busy metal fabrication and construction company seeking an experienced, highly organized Construction Administrator / Project Billing Coordinator to support our owner and project management team.

This is a key administrative role requiring someone who understands the financial and documentation requirements of construction projects. The ideal candidate will have previous experience with progress draw billing, construction holdbacks, percentage-of-completion billing, change orders, and project documentation, along with strong bookkeeping and organizational skills.

Experience working in a construction, structural steel, metal fabrication, welding, or related trade environment would be a strong asset.

Key Responsibilities

Progress Draw Billing & Project Tracking

- Prepare and submit progress draw billings for multiple active construction projects.
- Track each project's percentage of completion and prepare billing based on work completed.
- Calculate and track construction holdbacks and ensure they are properly reflected on invoices and project records.
- Maintain detailed schedules showing amounts billed, holdbacks, approved changes, outstanding amounts, and remaining contract values.
- Work with the owner and project managers to determine project progress and appropriate billing percentages.
- Prepare and organize the supporting documentation required for progress draw submissions.
- Monitor submitted draws and follow up on outstanding approvals, documentation, or payments.
- Maintain accurate records of change orders, including approved, pending, and billed changes.
- Ensure approved change orders are incorporated into project values and subsequent progress billings.
- Keep project files organized and current, including contracts, purchase orders, change orders, progress draws, supporting documents, correspondence, and other project-related records.

Accounting & QuickBooks

- Record and maintain accounts payable using QuickBooks Desktop.
- Maintain accurate accounts receivable records, including posting customer payments and ensuring accounts are kept current.
- Monitor outstanding receivables and actively follow up with clients regarding overdue invoices and outstanding payments.
- Review AR aging reports regularly and identify accounts requiring follow-up.
- Maintain records of collection efforts, payment commitments, and outstanding balances.
- Follow up on progress draw payments and other project-related receivables to ensure payments are received when due.
- Investigate payment discrepancies and communicate with clients regarding outstanding balances, short payments, or other account issues.
- Keep the owner informed of overdue or problematic accounts and provide regular updates on collection efforts.
- Assist with maintaining accurate project-related financial information.
- Prepare internal reports for the owner regarding accounts receivable, collections, project billing, completion percentages, outstanding amounts, change orders, costs, and other requested information.




- Work closely with the company's external bookkeeper and provide information and documentation required for payroll, reconciliations, year-end accounting, and other bookkeeping matters.
- Maintain organized accounting records and supporting documentation.

Project & Administrative Support

- Maintain an organized system for tracking multiple construction projects simultaneously, including percentage of completion, billing status, change orders, documentation requirements, and outstanding items.
- Liaise professionally with clients, general contractors, project managers, and suppliers.
- Assist the owner with various administrative and operational tasks.
- Prepare spreadsheets, reports, correspondence, and other internal documentation as required.
- Follow up with project managers and other team members to ensure required information and documentation is received on time.

Recruitment & Office Administration

- Assist with recruitment and hiring activities for welders, metal fabricators, and other shop personnel, including posting positions, reviewing applications, coordinating interviews, and maintaining applicant information.
- Monitor office supplies and arrange replenishment as required.
- Help maintain an organized, professional, and well-functioning office.
- Coordinate routine office needs and assist with general administrative duties as they arise.

Qualifications & Experience The successful candidate should have:

- Previous administrative/accounting experience within the construction industry.
- Demonstrated experience preparing construction progress draws.
- Strong understanding of percentage-of-completion billing and construction holdbacks.
- Experience tracking change orders, contract values, progress billings, and supporting project documentation.
- Experience with QuickBooks Desktop is strongly preferred.
- Experience with accounts payable and general bookkeeping procedures.
- Strong Microsoft Excel skills and the ability to create and maintain project tracking spreadsheets and internal reports.
- Excellent organizational skills with the ability to manage documentation and deadlines for multiple projects at the same time.
- Strong attention to detail and follow-through.
- Professional written and verbal communication skills.
- Ability to work independently, identify outstanding items, and proactively follow up rather than waiting for direction.
- Knowledge of metal fabrication, structural steel and welding industry is an asset.

The Ideal Candidate We are looking for someone who is proactive, organized, detail-oriented, and comfortable taking ownership of the administrative side of construction projects.

This position requires more than general office administration.



The successful candidate should understand how construction projects progress from contract through billing and completion and be comfortable keeping track of contract values, percentage completion, progress draws, holdbacks, change orders, project documentation, and outstanding items across multiple projects.

You should be someone who enjoys creating order, staying ahead of deadlines, following up when information is missing, and making sure both the owner and project managers have accurate and current information available to them.

Benefits

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- In office parking
- Vision care

Application question(s):
- Have you calculated and tracked construction holdbacks as part of progress draw billing?
- Have you been responsible for following up with project managers or site personnel to determine percentage completion and obtain information required to prepare a progress draw?
- What level of experience do you have with QuickBooks Desktop?
- Approximately how many active construction projects have you been responsible for tracking simultaneously?
- This position operates in a fast-paced and demanding environment where priorities can change quickly and you may need to switch between multiple projects, deadlines, and responsibilities throughout the day. Are you comfortable working in this type of environment and confident in your ability to effectively prioritize competing demands, stay organized, and ensure important tasks and deadlines are not missed?
- How many years experience do you have preparing progress draw billings for construction projects based on percentage of completion?
- Please briefly describe your experience preparing progress draws. What information and documentation were you responsible for gathering, preparing, tracking, and submitting?

Work Location: In person Pay: $75,000.00-$90,000.00 per year

Benefits

- Dental care
- On-site parking

Application question(s):
- Have you calculated and tracked construction holdbacks as part of progress draw billing?
- How many years experience do you have preparing progress draw billings for construction projects based on percentage of completion?
- Please briefly describe your experience preparing progress draws. What information and documentation were you responsible for gathering, preparing, tracking, and submitting?
- Approximately how many active construction projects have you been responsible for tracking the billing simultaneously?
- Have you been responsible for following up with project managers or site personnel to determine percentage completion and obtain information required to prepare a progress draw?
- This position operates in a fast-paced and demanding workplace where priorities can change quickly and you may need to switch between multiple projects, deadlines, and responsibilities throughout the day. Are you comfortable working in this type of environment and confident in your ability to effectively prioritize competing demands, stay organized, and ensure important tasks and deadlines are not missed?
- What level of experience do you have with QuickBooks (Desktop Version)?

Work Location: In person

📌 Construction Billing Administrator/Office Manager (Vaughan)
🏢 PS Consulting u0026 Professional Services
📍 Vaughan