Project Services Billing Coordinator
About Holland Power Services
Holland Power Services Inc., a subsidiary of Alectra Inc., is a leading power line restoration contractor company in North America, with operations across New Brunswick, Ontario, Quebec, and New England. We specialize in emergency power restoration and power line construction, supporting utility partners through both planned projects and critical response activities.
About the Role
We are seeking a detail-oriented and analytical Project Services Billing Coordinator to join our Project Services team.
This position is responsible for coordinating and executing the billing process for construction and utility projects, from gathering and verifying supporting documentation through to preparing and issuing accurate customer invoices.
Working closely with Project Services, Operations and Finance, the successful candidate will ensure that all billable work is accurately captured, invoiced in accordance with contractual requirements and completed within established timelines.
The ideal candidate has a strong background in job cost accounting, project billing, excellent Excel skills, and the ability to manage detailed financial information in a fast-paced operational environment.
Key Responsibilities
Project Billing & Invoicing
- Prepare, generate and issue accurate customer invoices in accordance with contractual terms, approved rates and billing schedules.
- Collect, review and validate timesheets, equipment usage, materials, subcontractor charges, expenses and other supporting documentation to ensure all billable work is captured.
- Review contracts, quotations, purchase orders, change orders and customer billing requirements to ensure accurate invoice preparation.
- Identify, investigate and resolve billing discrepancies, missing documentation and inconsistencies in coordination with Operations and Finance.
- Maintain accurate records of invoices issued, billing status, outstanding billable items and supporting documentation.
- Monitor project billing progress and follow up on unbilled work to support timely and complete invoicing.
- Respond to customer billing inquiries, provide supporting documentation and coordinate invoice corrections when required.
- Support month-end billing activities by ensuring invoices/accruals are completed within established deadlines and providing accurate billing information to Finance.
Project Setup & Contract Administration
- Coordinate the administrative and financial setup of new projects, ensuring customer information, contract details, purchase orders and billing requirements are complete and accurate.
- Maintain organized project billing files, including contracts, approved rates, quotations, purchase orders, change orders and customer correspondence.
- Track additional work authorizations and changes in project scope to ensure all eligible work is appropriately documented and invoiced.
- Work with Operations and Project Services to obtain required approvals and supporting information.
- Support project closeout activities by reviewing outstanding billing items and ensuring final invoices are completed.
Reporting, Systems & Process Improvement
- Develop and maintain Excel-based billing trackers, spreadsheets and reporting tools to support accurate billing and financial visibility.
- Prepare billing summaries, project revenue reports and outstanding billing reports for management and Finance.
- Identify opportunities to improve billing accuracy, efficiency, documentation and internal controls.
- Assist with developing standardized billing procedures and reporting practices.
Collaboration & Operational Support
- Work closely with Project Services, Operations and Finance to ensure accurate and timely communication of project billing information.
- Follow up with field personnel and operational management to obtain timesheets, equipment records, approvals and other billing documentation.
- Collaborate with the Project Services Coordinator to ensure alignment of project administration activities and continuity of support.
Other duties may be assigned from time to time to meet operational and business requirements.
Qualifications & Experience
- Post-secondary education in Accounting, Business Administration, Finance or a related discipline, or an equivalent combination of education and experience.
- 2–5 years of experience in project billing, job cost accounting, accounts receivable, or a similar financial support role.
- Experience in construction, contracting or another project-based industry is considered a strong asset.
- Experience preparing customer invoices and reviewing contracts, purchase orders, timesheets and job costs.
- Strong proficiency in Microsoft Excel, including the ability to organize, analyze and reconcile large volumes of data.
- Experience with accounting or ERP systems is an asset.
- Exceptional attention to detail and accuracy, with the ability to identify and resolve discrepancies.
- Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines.
- Excellent communication and interpersonal skills, with the ability to work effectively with Operations, Finance, customers and other stakeholders.
- Ability to work independently, exercise sound judgment and maintain confidentiality when handling financial and contractual information.
What We Offer
- Salary Range: $55,000 - $70,000 annually, based on qualifications and experience.
- Competitive paid time off.
- Comprehensive benefits including health, dental, life insurance and long-term disability coverage.
- Employer RRSP matching program.
- Opportunities to contribute to process improvements and the implementation of new business systems.
- Modern corporate office in Hanwell, New Brunswick, with free onsite parking.
Ready to power the future with us? Apply today to join a team that makes a real impact. Applications must be submitted by November 13.
Holland Power Services is an equal opportunity employer and is committed to providing an inclusive and accessible recruitment process. We will work with applicants who request accommodation to ensure individual accessibility needs are met, to the point of undue hardship.
We thank all applicants for their interest in a career with Holland Power Services; only those selected for an interview will be contacted.
