Billing Administrator

AES Engineering•Vancouver, BC

2d•CA$55,000 - CA$70,000•Onsite

About The Position

We are seeking a Billing Administrator to join our Vancouver office. In this role, you will be responsible for preparing, coordinating, and processing client invoices while ensuring accuracy, compliance with client contracts, and timely submissions. Working closely with Project Managers and the Project Accountant, you will support the monthly billing process, maintain project billing information, and provide exceptional service to both internal and external stakeholders.

Requirements

Diploma or Certificate in Accounting, Business Administration, or a related field preferred.
1–3 years of billing or accounting experience.
Experience with data entry and maintaining accurate financial records.
Experience within the engineering, architecture, consulting, or professional services industry is considered an asset.
Experience with Deltek Vantagepoint or another ERP system is preferred.
Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Ability to prioritize and manage multiple deadlines in a fast-paced environment.
Strong analytical and problem-solving skills.
Ability to interpret client contracts, fee proposals, and billing requirements.
Strong communication and customer service skills.
Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word

Responsibilities

Manage the full billing cycle from invoice preparation through final client submission.
Verify billing accuracy, including labour, expenses, consultant invoices, retainers, taxes, and write-ups/write-downs.
Process billing markups and revisions received from Project Managers.
Prepare final invoices and supporting documentation for client submission.
Submit invoices through client portals, email, or other required billing methods.
Monitor billing deadlines to ensure invoices are issued accurately and on schedule.
Respond to client billing inquiries and coordinate invoice revisions with Project Managers as required.
Review billing terms and fee proposals to ensure accurate invoicing.
Confirm all required project information, including purchase orders and client details, prior to billing.
Maintain project billing information, billing terms, budgets, and client invoicing requirements within the ERP system.
Coordinate with the Project Accountant to resolve billing discrepancies and project-related billing issues.
Provide clients with invoice copies, supporting documentation, and billing backup upon request.
Work collaboratively with clients and Project Managers to resolve invoice issues that may delay payment.
Maintain accurate billing records while ensuring compliance with company policies and client contractual requirements.
Provide exceptional customer service while supporting Project Managers throughout the monthly billing review process.