About the role
We are seeking a highly organized and detail-oriented Construction Billing Coordinator to support our Project Managers within the Refrigeration Construction Department. This position plays a key role in job setup, billing, and administrative support throughout the lifecycle of our construction projects.
Key Responsibilities Job Setup & Administration
- Set up new installation jobs, including job sheets, job numbers, and system entries
- Apply for permits and ensure follow-through on approvals
- Support Project Managers by preparing required documentation (e.g., WCB clearance, certificates of insurance, safety plans, customs forms)
- Collect and maintain up-to-date PST Exemption Certificates or Farmer ID’s annually
- Print and distribute a weekly job list
- Prepare time & material tracking spreadsheets for Project Manager review
- Create and maintain physical and digital job files
- Coordinate with Accounts Receivable to set up new customers for construction projects
- Upload permits, signed contracts, schedules of values, billing items, and change orders into the system
Billing
- Generate invoices for completed projects and progress billing as needed
- Post and send invoices to customers through appropriate channels
- Prepare and submit statutory declarations as required
- Track due dates, deposits, and payment plans
- Monitor change orders and coordinate with Project Managers to ensure timely system updates
- Close jobs in the system when projects are complete
General Support
- Answer incoming calls and assist with general inquiries
- Issue purchase orders as needed
- Respond to customer billing inquiries and resolve issues professionally
Qualifications
- Minimum 5 years of billing experience, ideally within construction or a related field
- Experience with Microsoft Dynamics GP (Great Plains) is an asset
- Proficient in Microsoft Excel and Word
- Exceptional organizational skills with attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines under pressure
About The Arcticom Group
At The Arcticom Group (TAG), our family of best-in-market operating companies delivers the highest-quality service and customer experience in commercial and industrial HVACR. Our highly skilled technicians utilize state-of-the-art technology and systems to execute maintenance programs, repairs, retrofits, remodels, and new installations that optimize efficiency and savings.
With our continuously expanding team of elite operating companies, we are proud to serve customers throughout North America, including USA and Canada. We offer standard and custom full-service HVACR solutions for an expansive range of markets, including grocery and convenience stores, big-box retailers, distribution and cold storage centers, medical and pharmaceutical facilities, high-rise buildings, malls and shopping centers, and more.
Beginning in 2017, The Arcticom Group has amassed more than 2,000 employees and over $500 Million in operating revenue. With our continuously expanding family of 20 HVACR and mechanical service companies, we are proud to serve our customers with extensive industry experience throughout USA and Canada.
About the role
We are seeking a highly organized and detail-oriented Construction Billing Coordinator to support our Project Managers within the Refrigeration Construction Department. This position plays a key role in job setup, billing, and administrative support throughout the lifecycle of our construction projects.
Key Responsibilities Job Setup & Administration
- Set up new installation jobs, including job sheets, job numbers, and system entries
- Apply for permits and ensure follow-through on approvals
- Support Project Managers by preparing required documentation (e.g., WCB clearance, certificates of insurance, safety plans, customs forms)
- Collect and maintain up-to-date PST Exemption Certificates or Farmer ID’s annually
- Print and distribute a weekly job list
- Prepare time & material tracking spreadsheets for Project Manager review
- Create and maintain physical and digital job files
- Coordinate with Accounts Receivable to set up new customers for construction projects
- Upload permits, signed contracts, schedules of values, billing items, and change orders into the system
Billing
- Generate invoices for completed projects and progress billing as needed
- Post and send invoices to customers through appropriate channels
- Prepare and submit statutory declarations as required
- Track due dates, deposits, and payment plans
- Monitor change orders and coordinate with Project Managers to ensure timely system updates
- Close jobs in the system when projects are complete
General Support
- Answer incoming calls and assist with general inquiries
- Issue purchase orders as needed
- Respond to customer billing inquiries and resolve issues professionally
Qualifications
- Minimum 5 years of billing experience, ideally within construction or a related field
- Experience with Microsoft Dynamics GP (Great Plains) is an asset
- Proficient in Microsoft Excel and Word
- Exceptional organizational skills with attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines under pressure
About The Arcticom Group
At The Arcticom Group (TAG), our family of best-in-market operating companies delivers the highest-quality service and customer experience in commercial and industrial HVACR. Our highly skilled technicians utilize state-of-the-art technology and systems to execute maintenance programs, repairs, retrofits, remodels, and new installations that optimize efficiency and savings.
With our continuously expanding team of elite operating companies, we are proud to serve customers throughout North America, including USA and Canada. We offer standard and custom full-service HVACR solutions for an expansive range of markets, including grocery and convenience stores, big-box retailers, distribution and cold storage centers, medical and pharmaceutical facilities, high-rise buildings, malls and shopping centers, and more.
Beginning in 2017, The Arcticom Group has amassed more than 2,000 employees and over $500 Million in operating revenue. With our continuously expanding family of 20 HVACR and mechanical service companies, we are proud to serve our customers with extensive industry experience throughout USA and Canada.