Bachelor's degree in Business Administration, Accounting, Finance, Environmental Science, Engineering, or related field, or equivalent experience.
Minimum of 7 years in project administration, billing, coordination, or accounting, with 2 years in a leadership role.
Advanced proficiency in Microsoft Excel for tracking and reporting.
Strong interpersonal, organizational, and time-management skills.
Experience with ERP systems or Deltek VantagePoint is a strong asset.
Legally authorized to work in Canada.
Responsibilities
Supervise, coach, and assign work to the project administration team.
Review billing and project records for accuracy and compliance before client release.
Set priorities and monitor team workload to meet deadlines.
Develop and improve standard procedures, templates, and checklists.
Serve as an escalation point for complex billing issues and client disputes.
Prepare reports on billing status and team performance for leadership.
Collaborate with project managers to prepare and finalize project billing.
Benefits
Tailored career growth opportunities.
Progressive vacation allocation.
GRSP matching.
Company-directed training programs.
Bonus program.
Professional development allowances.
Fun and professional work environment.
Comprehensive benefits package.
Company events.
Full Job Description
Overview:
We are seeking an experienced and motivated Project Administration Team Lead to join our team of professionals as a key support and strategic partner to our Head of Business Services. The incumbent will provide significant time supervising, mentoring and developing a project administration team of 5 to 6 people while also playing an active role in project administration activities such as preparing and finalizing project billing, supporting project managers, and keeping our project financial records accurate. The ideal candidatewill set the standard for billing quality and turnaround and help us build processes that scale as the business grows. This position is based out of our North Vancouver office. If you have experience in a consulting, service-based or project-based environment, we want to hear from you!
Job Responsibilities:
The immediate responsibilities of a Project Administration Team Leadwill include, but are not limited to: Leadership and Supervision
Supervise, coach and assign work to the project administration team, including onboarding and training new team members.
Review billing and project records prepared by team members for accuracy, completeness, and contract compliance before release to clients.
Set priorities and monitor workload across the team to meet monthly deadlines.
Develop, document, and improve standard procedures, templates, and checklists.
Serve as an escalation point for complex billing issues, client disputes, and system questions.
Prepare reports on billing status, outstanding receivables, and team performance for the Head of Business Services Manager and Leadership.
Project Billing and Administration
Prepare, review, and finalize project billing in collaboration with project managers.
Review Requests for Proposals (RFPs) and contracts to set up project-specific billing terms and tracking systems.
Review subcontractor invoices and supporting documentation to ensure work is accurately captured and appropriately billed.
Use Deltek VantagePoint and other company systems to maintain project information, billing records, documentation, and financial data.
Interface with project managers, subcontractors, clients, and other stakeholders to resolve project and billing.
Work independently on a full portfolio of projects while keeping project managers and team members informed.
What We Offer:
Tailored career growth opportunities
Progressive vacation allocation
GRSP Matching
Company directed trainings
Bonus program
Professional development allowances
Fun and professional work environment
Comprehensive benefits package
Company events.
Qualifications, Experience & Skills:
Bachelor's degree in Business Administration, Accounting, Finance, Environmental Science, Engineering or a related discipline, or an equivalent combination of education and experience.
Minimum of seven (7) years of experience in project administration, project billing, project coordination, or project accounting with a minimum of at least two (2) years of experience leading teams, and driving performance in a supervisory or team leadership capacity.
Advanced proficiency in Microsoft Excel, including tracking, reconciliation and reporting.
Strong interpersonal, organizational and time-management skills, with the ability to manage multiple priorities and deadlines for yourself and a team.
Ability to work effectively in an office-based environment with multidisciplinary teams and stakeholders.
Experience with ERP systems or Deltek Vantagepoint considered a strong asset.
Legally authorized to work in Canada.
Compensation:
The pay range for this position is $40- $45 per hour. Pay will be commensurate with experience and qualifications and compensation outside of the posted pay range will may be considered for an exceptional candidate.
Applications will be accepted until the position is filled. We look forward to hearing from you!
