Operations Billing & Payroll Coordinator

Department: Finance / Accounting
Reports To: Controller
Position Type: Temporary-to-Permanent
Schedule: Friday to Tuesday (Weekend Coverage Required)
Compensation: Based on Experience

Job Summary

We are seeking a fast-paced, highly organized, and assertive Operations Billing & Payroll Coordinator to manage the high-volume financial pipeline of our business. Serving as the critical bridge between our live field dispatch team and our back-office finance department, you will ensure that fast-moving operational data translates seamlessly into compliant financial records. You will be the sole owner and gatekeeper of our master dispatch tracking sheet for a large, rapidly rotating roster of field workers and drivers.

Operating on a Friday-to-Tuesday schedule to provide seamless weekend coverage, you will be entirely responsible for maintaining, updating, and auditing this master sheet, which serves as our single source of truth for customer invoicing, complex payroll data preparation, and expense recovery. This role requires exceptional ownership, high-speed data entry, a deep understanding of split standard and driver overtime rules, and the confidence to aggressively chase down field personnel, clients, and vendors for missing information.

What Success Looks Like in This Role:

- 50% Uncompromising Accuracy: You love clean data. You treat the master dispatch tracking sheet like a sacred document. A misplaced digit, an unlogged drug testing fee, or a miscalculated overtime tier bothers you, and you catch it before anyone else does.
- 50% Fearless Communication: You have a thick skin and a resilient attitude. If a worker goes ghost or a client forgets a signature, you don't just send an email and hope for the best—you pick up the phone, text, and confidently track them down to hit your deadlines.

Core Responsibilities:

- Master Dispatch Sheet Ownership: Maintain, update, and protect the integrity of the active master dispatch tracking sheet. Ensure it is continuously accurate, up to date, and serves as the flawless single source of truth for all field placements.
- Complex Payroll Data Preparation: Input high volumes of daily field timesheet data directly into the master sheet.



Take complete ownership of the sheet's built-in overtime tracking columns by auditing and separating worker hours based on employment standards:
- Apply the Standard 8/44 rule (overtime after 8 hours/day or 44 hours/week) for regular field placements.
- Apply the specialized Trucking Industry 10/50 rule (overtime after 10 hours/day or 50 hours/week) for eligible truck drivers.
- Compliance Coordination: Schedule and coordinate mandatory third-party Drug & Alcohol (D&A;) testing for field workers and drivers prior to deployment, managing appointment logistics with external testing providers.
- Ancillary Charge & Expense Tracking: Take full ownership of capturing and entering all auxiliary charges directly onto the master dispatch sheet. Accurately log external D&A; testing provider fees, safety equipment/PPE costs, or specialized site training fees, ensuring they are mapped to the correct column for recovery:
- Flagging costs to be billed directly to the customer based on contract terms.
- Flagging costs to be deducted from worker payroll or contractor pay (where applicable).
- High-Volume Timecard Chasing: Monitor the dispatch sheet daily to identify missing data. Proactively call, text, and email field employees and independent contractors to collect, verify, and correct high volumes of weekly timesheets before strict billing deadlines.
- Rapid Customer Invoicing (A/R): Convert finalized dispatch sheet data and tracked ancillary charges into client invoices. Match hours worked with client-specific bill rates, generate high volumes of accurate invoices, and issue them promptly to maintain business cash flow.
- Contractor & Vendor Invoice Auditing (A/P): Receive and audit high volumes of incoming invoices from independent contractors, as well as third-party testing providers and safety suppliers.



Cross-reference these bills directly against the master dispatch tracking sheet to ensure hours, tests, and rates match exactly.
- Verification & Approval Routing: Code, verify, and bundle contractor and vendor invoices with supporting backup documentation from the dispatch sheet, routing them cleanly to management for final payment approval.
- Data Integration & Cleanliness: Continuously manage the sheet's infrastructure to ensure newly hired, returned, or reassigned field workers are correctly mapped to their specific client billing profiles.
- Other Duties: As assigned by management.

Qualifications:

- Experience: 3 years of experience in an administrative accounting, high-volume data entry, billing, or payroll tracking role. Experience taking full ownership of tracking sheets within a high-volume dispatch environment (trucking, construction, services, or logistics) is highly preferred.
- Labour Compliance Knowledge: Must be familiar with employment standards, specifically possessing a strong working knowledge of how standard overtime vs. transportation/trucking exemptions apply when tracking field hours.

Requirements:

- Technical Skills: Advanced proficiency in Microsoft Excel or Google Sheets. You must be highly skilled at maintaining, filtering, and organizing massive, shared datasets with zero tolerance for accidental data deletion or formulas breaking.
- Communication Power: Exceptional verbal and written communication. You must be comfortable and resilient when making dozens of outbound calls a day to field workers, sub-contractors, testing providers, and clients to resolve paperwork delays or time-card discrepancies.
- Thick Skin & Urgency: Ability to thrive in a high-volume, deadline-driven workplace where data points, extra charges, and field placements change by the hour.
- Attention to Detail: A natural knack for spotting data mismatches, missing field supervisor signatures, unlogged third-party testing fees, or duplicate hours across massive spreadsheets.

Pay: $50,000.00-$60,000.00 per year

Application question(s):

- Must have Oil and Gas or Construction or Trucking or Logistics experience.

Location:

- Calgary, AB (required)

Work Location: In person

📌 Operations Billing & Payroll Coordinator (Calgary)
🏢 SideworX Connect
📍 Calgary