Project Billing & Accounting Assistant
Our client is a growing, well-established company in the mechanical services industry looking for a dependable, organized, and motivated Project Billing & Accounting Assistant to support senior leadership and project managers. This is an excellent opportunity for someone early in their career who is strong with data entry, enjoys working with numbers, likes learning new systems, and wants to build valuable skills in project billing, job costing, bookkeeping, and office support in a busy, team-oriented environment.
Reporting to: Senior Leadership
Employment Type: Full-Time
Purpose
In this role, you will help keep daily office operations running smoothly by supporting communication, document management, data entry, bookkeeping support, scheduling, and project administration. The ideal candidate is detail-oriented, eager to learn, comfortable working with numbers and systems, and able to manage multiple priorities while providing dependable support to a busy team.
Key ResponsibilitiesPrimary Responsibilities
· Provide day-to-day administrative support to senior leadership and project managers.
· Enter purchase orders and vendor bills into QuickBooks Online accurately and on time.
· Accurately code and track project-related expenses to support reliable job costing.
· Prepare and assist with monthly progress billings.
· Track project costs against estimates and budgets and help keep records current.
· Maintain organized and up-to-date job records, files, and supporting documentation.
· Support reconciliation tasks and help ensure documentation is complete, accurate, and easy to follow.
· Work closely with management to ensure financial data reflects project status.
· Answer and direct phone calls, respond to emails, and communicate professionally with customers and vendors.
· Prepare correspondence, forms, reports, and general office documents as needed.
· Maintain calendars, schedule appointments, and assist with meeting coordination.
· Learn internal processes and support day-to-day office operations with a positive, can-do attitude.
What Success Looks Like
· Financial data is accurate, current, and easy to track.
· Project costs align clearly with estimates and invoicing.
· Progress billings go out on time and without errors.
· Documentation is clean, organized, and easy to follow.
Why Join Our Client
This is a great opportunity to join a busy and growing company where your work will make a real difference every day. You will be part of a supportive team, work closely with leadership, and gain hands-on experience in office administration, project coordination, and bookkeeping. If you are eager to learn, enjoy staying organized, and want a role where you can grow, this position offers a strong foundation for your career.
Key Qualifications
· Strong attention to detail and a high level of accuracy.
· QuickBooks Online experience is required.
· Comfort working with numbers, job costing, and tracking project-related data.
· Strong written and verbal communication skills.
· Organized and methodical in how you approach your work.
· Able to manage repetitive tasks without losing focus or quality.
· Comfort using Microsoft Excel, Word, and SharePoint, and able to learn internal systems quickly.
· Experience in construction, mechanical services, or a project-based environment is considered an asset.
If this opportunity sounds like a good fit, we encourage you to apply with your resume. If you are organized, eager to learn, and ready to build your skills in a growing company, we would love to hear from you. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $25.00-$30.00 per hour
Benefits:
- Casual dress
- Company events
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
Application question(s):
- What is your skill level with Microsoft office (beginner, advanced or expert)?
Work Location: In person
