Invoicing Specialist

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Your opportunity

As our new Invoicing Specialist, you’ll be a key member of our administrative team, ensuring that our high volume of invoices get sent out each month with a high degree of accuracy and professionalism. Responsiveness, a service-oriented mindset, and the ability to manage multiple competing priorities will be critical to your success. We’ve recently upgraded to a next-generation invoicing system, so you’re ideally someone who is adaptable and excited to help create and build new, more efficient invoicing processes. Our team moves quickly, so we need someone who builds trust through competence, and brings initiative and tenacity to everything they do.

Your team

HGC is proudly Canadian and one of the country’s largest employee-owned consulting firms specializing exclusively in noise, vibration, and acoustics. The company is headquartered in Mississauga, Ontario, where its foundations were laid in 1994; we also have growing regional offices in both Canada and the United States. You’ll be joining a team of 40 professionals who collaborate enthusiastically with our clients to apply an unmatched depth of knowledge, experience, and innovation to address the most complex challenges across the full spectrum of noise, vibration, and acoustics.

Your key functions & responsibilities

• Initiating projects within our invoicing software, including electronic filing of contractual documents, logging retainers, ensuring appropriate billing rates, attributing project budgets, etc.
• Collaborating with our engineers to develop and execute monthly invoicing schedules, including:

Preparing/distributing draft invoices

Updating draft invoices to incorporate input from our engineers

Finalizing and seeking approval of invoices

Issuing invoices to clients

• Assisting with accounts receivable including telephone and email communication
• Compiling and data entry of payables information
• Assisting with general office-related administrative activities as required, and contributing as part of the administrative team to fulfill the variety of tasks necessary for the office to function effectively

Your characteristics, skills & knowledge

• Maintain a professional attitude and positive outlook while working independently and responsibly with minimal supervision
• Dedicated to meeting deadlines while completing accurate, high-quality work
• Manage time well and can prioritize effectively and adapt to changing workloads
• Able to understand, track, reconcile and manipulate numbers
• Basic understanding of business and accounting principles, terms and financial functions
• Advanced knowledge of invoicing and payment processes/procedures is preferred
• Intermediate or greater knowledge of Microsoft Office, Excel in particular
• Knowledge of BQE/CORE is considered a significant asset, but is not necessary

Your education & career experience

• A college diploma or university degree in accounting or related field
• Relevant experience in an invoicing or related role is preferred

More about HGC and what we offer

We offer a competitive salary and benefits package along with opportunities for professional growth and advancement. All our employees share a strong commitment to excellence in our work, client satisfaction and a strong work ethic. But we also take the time to balance work with downtime activities that foster strong relationships among co-workers and good health.

We are an enthusiastic, cooperative, and supportive team focused on embracing and nurturing the unique talents and strengths of each of our team members to deliver innovative solutions that have a positive impact on our clients and the communities they operate in and serve.

Equity, diversity and inclusion are key priorities at HGC, and we are committed to a workplace environment that is fair, accessible and respectful for all employees.

If you want to be part of a strong, dynamic team, then this may be the role for you. We look forward to hearing from you and welcome you to apply with a resume and cover letter.

We value your privacy. All applications and supporting materials will be treated as strictly confidential and will only be used for the purpose of assessing your suitability for this role.

Job Type: Full-time

Pay: $50,000.00-$62,500.00 per year

Additional pay:

• Bonus pay

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• DCS / DEC (required)

Experience:

• invoicing: 2 years (required)

Work Location: Hybrid remote in Mississauga, ON L5N 1P7

Application deadline: 2025-01-08
Expected start date: 2025-02-10