Scheduling & Billing Coordinator

Newport Landscaping Inc. | Vineland, Ontario

Position Overview

Newport Landscaping Inc. is seeking a highly organized, detail-oriented, and dependable Scheduling & Billing Coordinator to join our growing team. This position plays an important role in supporting our daily operations by coordinating employee schedules, reviewing timesheets, preparing customer invoices, and assisting with general bookkeeping and administrative responsibilities. The ideal candidate is someone who thrives in a fast-paced environment, has strong attention to detail, and can effectively manage multiple priorities while maintaining accuracy and efficiency.

Key Responsibilities

Scheduling & Operations Coordination

- Assist with preparing and maintaining daily and weekly schedules for landscape maintenance, construction, and snow removal crews.
- Coordinate with managers and crew leaders to ensure work is scheduled efficiently.
- Monitor scheduled versus completed work and follow up on outstanding jobs.
- Communicate scheduling changes and updates to relevant team members.

Timesheet Review & Verification

- Review employee timesheets daily for accuracy, completeness, and discrepancies.
- Cross-reference employee hours against job schedules, work orders, and completed services.
- Follow up with crew leaders and managers regarding missing or inaccurate entries.
- Assist with preparing and verifying employee hours for payroll processing.
- Ensure employee time is accurately allocated to the appropriate jobs and customers.

Customer Invoicing & Billing

- Prepare and issue customer invoices accurately and promptly.
- Review completed work orders, timesheets, and materials used to ensure all billable work is captured.
- Verify invoicing against customer contracts, approved estimates, and agreed-upon rates.
- Monitor uninvoiced work and follow up to ensure timely billing.
- Assist with resolving customer billing inquiries and discrepancies.





Bookkeeping & Administrative Support

- Assist with accounts receivable and accounts payable activities.
- Enter and maintain financial records, invoices, and supporting documentation.
- Assist with reconciling transactions and maintaining accurate records.
- Support the accounting team with general bookkeeping and administrative tasks.
- Prepare basic operational and financial reports as required.

Qualifications & Skills

- Previous experience in scheduling, invoicing, bookkeeping, or office administration.
- Robust organizational skills and exceptional attention to detail.
- Proficiency with Microsoft Excel, Outlook, and general office software.
- Experience with SAGE accounting an asset.
- Strong communication and problem-solving abilities.
- Ability to prioritize competing demands and meet deadlines.
- Comfortable working independently and coordinating with multiple departments.
- Previous experience in landscaping, construction, property maintenance, or a similar service-based industry is considered an asset.

What We Offer

- Competitive compensation based on experience and qualifications.
- Full-time, year-round employment.
- Group benefits following successful completion of the probationary period.
- A supportive, team-oriented work environment.
- Opportunities for professional growth within an established and expanding company.

About Newport Landscaping Founded in 2006, Newport Landscaping Inc. has grown into one of Niagara's established landscape service providers, employing more than 60 full-time, year-round team members. We specialize in landscape maintenance, design, construction, snow clearing, and ice management throughout the Niagara and surrounding regions. We take pride in delivering dependable, high-quality services while fostering a positive and professional workplace. Pay: $24.00-$28.00 per hour

Expected hours: 40.0 per week

Benefits

- Company events
- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Scheduling & Billing Coordinator (Vineland Station)
🏢 Newport Landscaping
📍 Vineland Station