Administrative Assistant – Finance & Billing

Cando Rail & Terminals • Toronto, ON

17h • CA$70,000 - CA$75,000 • Hybrid

About The Position

Join Cando’s administrative team in a dynamic hybrid position supporting finance, billing, operations, customers, and internal stakeholders. This role is ideally suited for a highly organized, detail-oriented self-starter with strong financial and analytical skills and advanced proficiency in Microsoft Excel and Microsoft Office.

The Administrative Assistant – Finance & Billing will play an important role in supporting the accurate and timely administration of financial and billing activities, while also providing administrative support to a dynamic operational team. The successful candidate will work directly with corporate customers, vendors, management, and internal stakeholders and must be comfortable managing competing priorities in a fast-paced environment.

If you enjoy working with numbers, solving problems, improving processes, and working collaboratively within a team that promotes a strong safety culture, this opportunity is for you!

Requirements

• Advanced proficiency in Microsoft Excel, including the ability to work with complex spreadsheets, formulas, data analysis, sorting/filtering, lookups, and reporting.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams, with the ability to quickly learn and adapt to other software and financial systems.
• Strong financial acumen with an understanding of invoicing, billing, reconciliations, purchase orders, expenses, and financial documentation.
• Exceptional attention to detail and a high degree of accuracy when working with financial information.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills and the ability to communicate professionally with corporate customers, management, employees, vendors, and other stakeholders.
• Demonstrated ability to investigate discrepancies, gather information, identify solutions, and follow issues through to resolution.
• Ability to work independently, take initiative, and proactively identify potential issues or requirements.
• Strong interpersonal skills and the ability to build positive working relationships across all levels of the organization.
• Demonstrated discretion and professionalism when handling confidential and commercially sensitive information.
• Ability to work effectively in a fast-paced environment where priorities may change with limited notice.
• Strong problem-solving skills with a practical and solutions-oriented approach.
• Ability to work collaboratively within a team while maintaining ownership and accountability for assigned responsibilities.
• Post-secondary education or certification in Business Administration, Accounting, Finance, Office Administration, or a related discipline is an asset.
• 2–5 years of experience in an administrative, finance, billing, accounting, or business support role.
• Previous experience working directly with customers and internal corporate stakeholders.
• Experience with invoicing, billing administration, financial tracking, reconciliations, or accounts receivable.
• Advanced Excel experience is required.
• Experience handling confidential financial, employee, or commercially sensitive information.

Nice To Haves

• Experience in the rail, transportation, construction, industrial, Oil & Gas, or similar industry is considered an asset.
• Experience with onboarding, employee documentation, or operational administration is an asset.

Responsibilities

• Provide administrative, financial, and billing support to the Superintendent and operational leadership team.
• Prepare, review, track, and reconcile customer invoices, purchase orders, expenses, and supporting documentation.
• Assist with monthly billing processes, ensuring charges are accurately supported and submitted within required timelines.
• Maintain detailed billing and financial tracking spreadsheets and provide regular status updates to management.
• Review financial information for accuracy, identify discrepancies, and coordinate resolution with customers, vendors, and internal stakeholders.
• Work directly with corporate customers and internal departments regarding billing inquiries, documentation, approvals, and account reconciliation.
• Assist with accounts receivable and follow up on outstanding or disputed invoices as required.
• Support the preparation of monthly operational, financial, and KPI reports.
• Maintain organized and accurate electronic and hard-copy records in accordance with company requirements.
• Provide administrative support to operational sites and assist with coordination of regional requirements.
• Assist with purchase orders, expense reporting, cost allocation, and other financial administration.
• Support employee onboarding, documentation, and related administrative requirements as required.
• Coordinate training and recertification documentation and submit required records to the Safety Centre.
• Maintain confidentiality when handling employee, customer, financial, and commercially sensitive information.
• Identify opportunities to improve administrative and billing processes, reduce errors, and increase efficiency.
• Perform other administrative and financial duties as required to support the operation.

Benefits

• Work Life Balance with Fixed Schedules
• Cando’s Technical and Leadership Training Programs
• Award Winning Safety Culture
• Employee Ownership Program
• Group Life, Accidental Death & Dismemberment, and Long-Term Disability Insurances
• Flexible Health & Dental Benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree