Restoration Project Administrator

Join Woodhouse Group!

Woodhouse Group Inc. is a trusted leader in general contracting, disaster restoration, and real estate management, with over 58 years of experience serving Waterloo Region and beyond. From transforming spaces to restoring properties, we are committed to excellence in every project we take on.

Our Woodhouse Restorations Division provides 24/7 emergency response to help clients recover and rebuild after disasters from water, fire, wind and mould. Our award-winning team is committed to delivering fast, reliable support when it’s needed most, restoring homes and businesses with care and control.

Restoration Project Administrator
We are looking for a highly organized and detail-oriented Restoration Project Administrator to join our fast-paced disaster restoration team. In this role, you will play a critical part in supporting restoration projects from initial intake through invoicing and close-out, ensuring our clients receive exceptional service during some of the most challenging times in their lives.

Key Responsibilities
Project Administration

Intake and establish new restoration projects within the Job Management System (JMS) and associated platforms.

Upload, update, and maintain project information including estimates, revenues, documentation, and customer records.

Maintain accurate and up-to-date project files and customer profiles.

Run daily operational reports and coordinate file assignments to Project Managers.

Support the preparation of bids, tenders, and time-and-material (T&M) documentation.

Accounts Receivable & Billing

Perform accounts receivable activities including verifying, classifying, computing, posting, and recording financial transactions.

Reconcile accounts receivable records and maintain accurate payment tracking.

Prepare, review, and issue project invoices.

Track payments and investigate billing discrepancies to ensure accurate financial records.

Facilitate timely collection of outstanding accounts through payment reminders and client follow-up.

Generate financial reports and accounts receivable summaries for management review.

Client Service & Team Support

Respond professionally to client and customer inquiries by phone and email.

Accurately document information and ensure timely follow-up on requests and outstanding accounts.

Provide administrative support to Project Managers throughout the project lifecycle.

Collaborate with internal teams to ensure projects are processed efficiently and accurately.

To be successful in this role, you will bring:

Accounts Receivable & Invoicing Experience.

Technical Proficiency:
Advanced skills in Microsoft Office 365 and familiarity with restoration software or a proven ability to learn new systems quickly.

Adaptability & Initiative:
Highly self-directed, flexible, and capable of working both independently and collaboratively in a fast‑paced, dynamic environment.

Industry Expertise: 3+ years of experience within the restoration industry considered an asset.

Why Join the Woodhouse Team?

Competitive salary based on experience.

Comprehensive benefits package including health, dental, life insurance, critical illness coverage, and Employee Assistance Program.

Professional development and training opportunities.

Stable, growing company with over 55 years of success in Waterloo Region.

Supportive and collaborative team environment.

Employee recognition programs and company events.

Location:

Kitchener, ON

Schedule:

Monday to Friday, full-time, in-office

Woodhouse Group is an equal opportunity employer committed to fostering an inclusive workplace. Accommodations are available upon request throughout all stages of the recruitment and selection process.

Job Types: Full-time, Permanent

Pay: $48,000.00-$55,000.00 per year

Benefits

Company events

Dental care

Employee assistance program

Extended health care

Life insurance

On‑site parking

Paid time off Wellness program

Experience

Accounts Receivable: 3 years (required)

Restoration Industry: 2 years (required)

Location

Kitchener, ON N2G 3M7 (preferred)

Work Location:

In person

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