Billing Coordinator

Canadian owned and operated, Barclay Constructors has dedicated themselves to the heavy industrial and civil sector as specialty contractors in the areas of Automotive, Manufacturing, Mining, Electrical Utilities, Water & Wastewater, Earthworks & Land Development.

Job Title:
Billing Coordinator

The Billing Coordinator is responsible for coordinating and processing project billings while ensuring accuracy, compliance with contract requirements, and timely invoicing. This role works closely with Project Managers, Project Coordinators, Project Accountants, and clients to prepare progress billings, maintain supporting documentation, and resolve billing inquiries. The Billing Coordinator plays a key role in maintaining healthy project cash flow by ensuring invoices are submitted accurately and on schedule.

This position is based out of our Southern Ontario office in Hamilton, Ontario.

• Prepare and process progress billings, milestone billings, time and material billings, and holdback releases in accordance with contract requirements.
• Coordinate with Project Managers and Project Coordinators to gather supporting documentation required for invoicing.
• Review project contracts and purchase orders to ensure billings comply with contractual terms and client requirements.
• Submit invoices through client portals or other required submission methods.
• Track invoice approvals and follow up on outstanding billings as required.
• Investigate and resolve billing discrepancies in collaboration with Project Managers, clients, and internal departments.
• Maintain accurate billing records and supporting documentation.
• Monitor project billing schedules and ensure deadlines are met.
• Assist with accounts receivable collections by providing billing support and documentation.
• Reconcile billing information with project costs and budgets as required.
• Assist with month-end billing procedures and reporting.
• Prepare correspondence, reports, forms, and specialized documents as required.
• Provide ad-hoc billing analysis and reports for management.
• Maintain confidentiality of financial and project information.
• Any other related duties as may be required to meet department and Company objectives.

• College diploma or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
• Minimum 2–3 years of billing, accounting, or administrative experience, preferably within the construction industry.
• Experience with progress billing, holdbacks, lien legislation, and the Ontario Prompt Payment Act is considered an asset.
• Understanding of construction contracts and invoicing processes is considered an asset.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Experience with accounting and construction management software such as Viewpoint Vista, Procore, Sage, or similar ERP systems is considered an asset.
• Experience using electronic customer invoicing portals is considered an asset.

Barclay Constructors is an equal opportunity employer committed to fostering an inclusive and accessible workplace.

Accommodations are available upon request for candidates participating in all aspects of the selection process.