Accounting & Project Administration Clerk

Job Description

Accounting & Project Administration Clerk

Employment Type: 3-month contract, with the possibility of being extended depending on business needs
Work Model: 100% in office
Hours: Monday to Friday, 9:00 AM to 5:30 PM, with a one-hour unpaid lunch
Work Week: 37.5 hours per week
Pay Rate: $33.00–$35.00 per hour

Position Summary

The Accounting & Project Administration Clerk will support day-to-day accounting operations with a strong focus on project-based billing, invoicing, accounts receivable, accounts payable, and project financial reporting. This role requires strong attention to detail, accuracy, and the ability to manage billing and accounting tasks in a fast-paced, deadline-driven environment.

The ideal candidate will have strong billing experience, preferably within an engineering, architectural, construction, or professional services environment. Experience using Deltek is considered a definite asset; however, candidates with senior-level billing experience and the ability to learn quickly will also be considered.

Key Responsibilities

Accounts Receivable and Billing
Prepare, review, and issue invoices, ensuring accurate project billing through verification of labour, expenses, contract terms, and billing requirements.
Review billing details for accuracy and completeness before submission.
Follow up on billing discrepancies and support timely resolution of invoicing issues.
Maintain accurate billing records and ensure project information is updated as required.

Accounts Payable
Process consultant and vendor invoices, ensuring proper approvals, coding, and project allocation.
Follow up on missing invoices, payment discrepancies, and invoice status updates.
Prepare and support weekly payment runs as required.
Maintain accurate vendor and consultant records and track payments against contracts and budgets.

Project Accounting and Reporting
Prepare and maintain project revenue reports and other accounting reports as required.
Support month-end close activities, reconciliations, and financial reporting processes.
Ensure accounting entries are accurate, complete, and posted in accordance with internal procedures.
Assist with tracking project financial information, budgets, billing status, and related documentation.

General Accounting and Administrative Support
Maintain organized and complete accounting files, both digital and hard copy.
Provide general accounting and administrative support to the team as required.
Handle confidential financial and project information with professionalism and discretion.
Communicate effectively with internal teams to obtain information, clarify details, and resolve issues.

Qualifications and Experience

Diploma or certificate in accounting, bookkeeping, business administration, or a related field.
Minimum 3 years of accounting, bookkeeping, billing, or project accounting experience.
Strong billing experience is required; senior billing experience is considered a strong asset.
Experience in an engineering, architectural, construction, or project-based professional services environment is an asset.
Experience with Deltek is a definite asset.
Strong working knowledge of accounting software and Microsoft Office, particularly Excel and Word.
Excellent attention to detail, accuracy, organization, and time management skills.
Ability to work independently, manage deadlines, and adapt quickly to internal systems and processes.
Strong communication skills and the ability to handle confidential information professionally.
**Staffworks may use AI-enabled tools to support recruitment activities while respecting privacy and employment regulations.**