Project Assistant

Project Assistant

Reporting to the Finance Support Manager, the Project Assistant will be responsible for assisting with all project related duties. This includes processing vendor invoices, gathering compliance documents and responding to vendors for payments related inquiries. The successful candidate will work closely with the site teams and the Industrial East Finance team to ensure all invoices are submitted and paid on time.

This position is based out of the Mississauga office. Hybrid (4 days in the office)

• Review incoming supplier and subcontractor invoices for accuracy, coding, purchase order information, supporting documentation, and appropriate approvals.
• Index and process a high volume of supplier and subcontractor invoices in OnBase and Viewpoint accounting systems and route invoices for review and approval.
• Monitor invoice status and proactively follow up with Project Managers, site teams, Accounts Payable, vendors, and subcontractors to resolve outstanding invoices, payment holds, discrepancies, and missing information.
• Investigate and resolve invoice issues, including incorrect coding, missing purchase orders, receiving issues, duplicate invoices, pricing discrepancies, and incomplete supporting documentation.
• Maintain purchase orders and create purchase orders change orders as required, coordinating with project teams and vendors to ensure accurate information.
• Process receiving of goods and services in Viewpoint based on packing slips, confirmations, and information received from site teams.
• Process expenses in Concur Expense Management as needed and provide first-level review/support in accordance with established processes.
• Upload, organize, and maintain project documentation in Procore, InEight, SharePoint, OnBase, Viewpoint, and other applicable systems.
• Liaise with project/site teams, accounts payable and vendors while maintaining positive relationships.
• Communicate directly with vendors and subcontractors by email and phone to resolve invoice, purchase order, payment, compliance, and documentation issues.
• Track outstanding approvals, invoices, compliance documents, purchase orders, receiving, and other time-sensitive action items to avoid delays.
• Support multiple projects simultaneously and respond to changing priorities, urgent requests, and project deadlines.
• Prepare statutory declarations for signature and distribution.
• Match invoices to the appropriate purchase orders, phase codes, cost types, and cost centers while investigating and resolving coding challenges that may impact payment timelines.
• Support continuous process improvement initiatives by developing invoice tracking methods, reconciliation procedures, and workflow efficiencies that improve accuracy and turnaround times.

Project assistant or relevant experience of at least 3 years Experience working in the construction industry considered an asset Experience with OnBase and/or Viewpoint Accounting System considered an asset Intermediate level computer skills, including Microsoft Office suite. Excellent communications skills, customer service mindset, and a team player attitude Ability to manage a large volume of work and can consistently meet deadlines while ensuring high attention to detail and accuracy Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges in a dynamic business environment Demonstrated ability to work independently, take ownership of follow-ups, and close outstanding items.

Ability to exercise sound judgment, identify urgent or high-impact issues, and elevate appropriately when required. Advanced invoice reconciliation and discrepancy analysis. Purchase Order to Invoice matching and validation. Invoice backlog management and risk identification. Vendor and stakeholder relationship management. High-volume transaction processing with strong attention to detail.

For Those Who Seek to Redefine The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do  a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy.

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