Administrative Assistant - Finance & Billing

Join Cando's administrative team in a dynamic hybrid position supporting finance, billing, operations, customers, and internal stakeholders. This role is ideally suited for a highly organized, detail-oriented self-starter with strong financial and analytical skills and advanced proficiency in Microsoft Excel and Microsoft Office.

The Administrative Assistant – Finance & Billing will play an important role in supporting the accurate and timely administration of financial and billing activities, while also providing administrative support to a dynamic operational team. The successful candidate will work directly with corporate customers, vendors, management, and internal stakeholders and must be comfortable managing competing priorities in a fast-paced environment.

If you enjoy working with numbers, solving problems, improving processes, and working collaboratively within a team that promotes a strong safety culture, this opportunity is for you!

Cando Advantages

• Work Life Balance with Fixed Schedules
• Cando's Technical and Leadership Training Programs
• Award Winning Safety Culture
• Employee Ownership Program
• Group Life, Accidental Death & Dismemberment, and Long-Term Disability Insurances
• Flexible Health & Dental Benefits
• Canada's Best Managed Company for 9 years!

Job Description

The Administrative Assistant – Finance & Billing is responsible for providing comprehensive administrative, financial, and billing support to the operational team. This position requires a high level of accuracy, organization, confidentiality, and financial acumen, along with the ability to communicate effectively with both internal and external stakeholders. The salary range for this position is $70,000 to $75,000.00.

The successful candidate will assist with billing administration, invoice preparation and reconciliation, financial tracking, reporting, documentation, and customer follow-up. The role will also provide general administrative support to operations and assist in ensuring financial and administrative processes are completed accurately and within established timelines.

Roles & Responsibilities

• Provide administrative, financial, and billing support to the Superintendent and operational leadership team.
• Prepare, review, track, and reconcile customer invoices, purchase orders, expenses, and supporting documentation.
• Assist with monthly billing processes, ensuring charges are accurately supported and submitted within required timelines.
• Maintain detailed billing and financial tracking spreadsheets and provide regular status updates to management.
• Review financial information for accuracy, identify discrepancies, and coordinate resolution with customers, vendors, and internal stakeholders.
• Work directly with corporate customers and internal departments regarding billing inquiries, documentation, approvals, and account reconciliation.
• Assist with accounts receivable and follow up on outstanding or disputed invoices as required.
• Support the preparation of monthly operational, financial, and KPI reports.
• Maintain organized and accurate electronic and hard-copy records in accordance with company requirements.
• Provide administrative support to operational sites and assist with coordination of regional requirements.
• Assist with purchase orders, expense reporting, cost allocation, and other financial administration.
• Support employee onboarding, documentation, and related administrative requirements as required.
• Coordinate training and recertification documentation and submit required records to the Safety Centre.
• Maintain confidentiality when handling employee, customer, financial, and commercially sensitive information.
• Identify opportunities to improve administrative and billing processes, reduce errors, and increase efficiency.
• Perform other administrative and financial duties as required to support the operation.

Skills, Knowledge, & Abilities

• Advanced proficiency in Microsoft Excel, including the ability to work with complex spreadsheets, formulas, data analysis, sorting/filtering, lookups, and reporting.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams, with the ability to quickly learn and adapt to other software and financial systems.
• Strong financial acumen with an understanding of invoicing, billing, reconciliations, purchase orders, expenses, and financial documentation.
• Exceptional attention to detail and a high degree of accuracy when working with financial information.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills and the ability to communicate professionally with corporate customers, management, employees, vendors, and other stakeholders.
• Demonstrated ability to investigate discrepancies, gather information, identify solutions, and follow issues through to resolution.
• Ability to work independently, take initiative, and proactively identify potential issues or requirements.
• Strong interpersonal skills and the ability to build positive working relationships across all levels of the organization.
• Demonstrated discretion and professionalism when handling confidential and commercially sensitive information.
• Ability to work effectively in a fast-paced environment where priorities may change with limited notice.
• Strong problem-solving skills with a practical and solutions-oriented approach.
• Ability to work collaboratively within a team while maintaining ownership and accountability for assigned responsibilities.

Education & Experience

• Post-secondary education or certification in Business Administration, Accounting, Finance, Office Administration, or a related discipline is an asset.
• 2–5 years of experience in an administrative, finance, billing, accounting, or business support role.
• Previous experience working directly with customers and internal corporate stakeholders.
• Experience with invoicing, billing administration, financial tracking, reconciliations, or accounts receivable.
• Advanced Excel experience is required.
• Experience in the rail, transportation, construction, industrial, Oil & Gas, or similar industry is considered an asset.
• Experience with onboarding, employee documentation, or operational administration is an asset.
• Experience handling confidential financial, employee, or commercially sensitive information.

Note: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent. The qualifications are provided so interested candidates understand of the level of expertise required in this position.

At Cando, we prioritize a personalized and human-driven recruitment process. We do not use artificial intelligence in our hiring practices, ensuring that every candidate receives individual attention. Additionally, please note that all positions we post are for current vacancies, and we're actively looking to fill these roles.