We are seeking a detail-oriented, highly organized, and proactive Administrative Assistant – Billing Approvals to join our rapid-paced Property Management Team.

In this role, you will be responsible for processing high volumes of utility and subcontractor invoices, preparing batches for payment, resolving billing discrepancies, and maintaining accurate financial records. You will play a key role in supporting the day-to-day operations of our Accounting Team by ensuring invoices are reviewed, processed, and documented accurately and efficiently.

The ideal candidate is dependable, adaptable, and comfortable managing multiple priorities in a deadline-driven environment while maintaining a high level of accuracy and professionalism.

Key Responsibilities

- Receive, review, and verify utility and subcontractor invoices for accuracy, completeness, and compliance with company policies and procedures.
- Process high volumes of invoices, ensuring timely and accurate data entry into internal databases and accounting systems.
- Prepare, coordinate, and process batch payments for client utility bills and subcontractor invoices, in accordance with established approval procedures.
- Investigate and resolve invoice discrepancies, billing issues, and missing documentation by communicating directly with utility providers, subcontractors, and vendors.
- Record payments and update information across multiple systems to ensure accurate and up-to-date financial records.
- Maintain organized invoice files and supporting documentation for tracking, reporting, and future reference.
- Follow up on outstanding invoices, unresolved discrepancies, and pending documentation to ensure timely resolution.
- Communicate professionally with internal departments, vendors, and utility providers to address outstanding issues and maintain an efficient workflow.




- Provide general administrative support to the Accounting Team as required.

Qualifications and Skills

- Minimum of 3 years of relevant experience in invoice processing, accounts payable, billing, or a related administrative role, preferably in a high-volume environment.
- Strong data entry skills with exceptional attention to detail and accuracy.
- Demonstrated experience processing invoices, coordinating payments, and resolving billing discrepancies.
- Excellent organizational and time-management skills, with the ability to manage competing priorities and meet deadlines.
- Strong analytical and problem-solving skills, including the ability to identify discrepancies and follow through on resolutions.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Strong verbal and written communication skills, including professional telephone etiquette and vendor relationship management.
- Ability to work independently, take initiative, and contribute effectively within a collaborative team environment.
- Adaptability and willingness to learn new systems, processes, and procedures.

What We’re Looking For

We are looking for a dependable, resourceful, and detail-oriented professional who takes ownership of their responsibilities and follows through on outstanding items. The successful candidate will be proactive in identifying issues, persistent in resolving discrepancies, and committed to maintaining accurate financial records.

The ideal candidate takes pride in their work, communicates effectively with vendors and colleagues, and can manage a high volume of transactions without compromising accuracy or service quality.

This is a hybrid position in Markham, Ontario.

Hours: Monday to Friday 8:00 am - 4:30 pm

Job Type: Full-time

Pay: $20.00-$24.00 per hour

Experience:

- Invoice processing, accounts payable or billing: 3 years (required)

Work Location: Hybrid remote in Markham, ON L3R 9W9

📌 Administrative Assistant - Billing Approvals (Markham)
🏢 MFS Property Services
📍 Markham