We are looking for a detail-oriented Project Assistant to support project administration and billing activities for a Long-term Contract position based in Guelph, Ontario. In this role, you will help maintain accurate project records, coordinate invoicing processes, and assist with financial tracking to keep work aligned with contract terms and company standards. The successful candidate will bring strong organizational skills, sound judgment, and the ability to manage multiple deadlines in a fast-paced project environment.

Responsibilities:
• Establish project records in the accounting system by reviewing contract details, confirming key financial and scope information, and ensuring all entries reflect approved terms and internal requirements.
• Validate project billing parameters by checking rate tables, demographic information, tax treatment, markups, and invoice formatting, making updates where needed in collaboration with project leaders.
• Organize and maintain project files by ensuring required documentation is properly prepared, stored, and uploaded to SharePoint in line with company practices.
• Process employee expense submissions promptly, complete unit pricing entries, and correct discrepancies to support accurate reimbursement and cost tracking.
• Administer electronic timesheets by monitoring workflow, reviewing labour coding, and helping ensure time entries are correctly applied to project billing.
• Coordinate the billing cycle by producing pre-bill reports, incorporating requested revisions, issuing final invoices with supporting documents, and submitting invoices through client portal systems.
• Monitor receivables and payables related to active projects, supporting timely follow-up and accurate transaction processing.
• Assist with project financial maintenance by identifying revenue variances, updating budgets, entering percentage-of-completion information as directed, and completing assigned tasks within monthly close timelines.
• Prepare routine system-generated reports and maintain project documentation in accordance with branch and corporate recordkeeping standards.

• 3+ years of experience in project administration, accounting, contract support, or a related finance-focused role.

• Proficiency with Microsoft Excel and confidence working with accounting or project-based financial systems.

• Practical experience preparing customer invoices, entering vendor invoices, and supporting invoice processing from review through submission.

• Working knowledge of accounts receivable, accounts payable, account reconciliation, and monthly financial tracking activities.

• Familiarity with contract administration, contractual billing requirements, and interpreting different contract terms for project setup and invoicing.

• Ability to identify and resolve invoice discrepancies while maintaining accuracy and meeting established deadlines.

• Strong attention to detail, organizational ability, and communication skills for coordinating with project managers and internal teaM

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