Position Summary
We are seeking an experienced and detail-oriented Accounting Administrator – Billing & Contractor Payments to manage subcontractor payment calculations, client invoicing, and related financial records.
A primary responsibility of this role is reviewing completed installation jobs and accurately calculating subcontractor payments based on the established per-piece rate for each service performed. The Accounting Administrator will also prepare and send invoices to clients, record payment information, maintain accurate documentation, and follow up on outstanding invoices.
This role does not involve traditional employee payroll, payroll deductions, or government remittances. It focuses primarily on calculating and processing payments for independent subcontractors based on completed services.
Key Responsibilities
- Review completed installation jobs and supporting documentation to verify the services performed.
- Calculate subcontractor payments based on established per-piece rates for each completed service.
- Process subcontractor payments accurately and within established payment deadlines.
- Prepare payment summaries, statements, and supporting reports for subcontractors.
- Verify job details, service rates, approvals, and supporting documentation before processing payments.
- Identify and resolve missing information, duplicate entries, incorrect rates, and other payment discrepancies.
- Prepare and send accurate invoices to clients based on completed services, approved pricing, purchase orders, and supporting documents.
- Enter and maintain billing, invoicing, contractor payment, and client payment information in company software.
- Record received payments and keep invoice and payment statuses up to date.
- Follow up professionally with clients by email and phone regarding outstanding or overdue invoices.
- Respond to subcontractor and client questions regarding payments, rates, and invoices.
- Work closely with the Operations and Dispatch teams to confirm job completion details.
- Maintain organized digital records of invoices, contractor payments, purchase orders, approvals, and supporting documents.
- Use Service Fusion or similar field service management software to review job information, statuses, notes, attachments, and completed services.
- Use spreadsheets, shared drives, email, and other online tools to support billing and payment processes.
- Maintain the confidentiality of company, client, and subcontractor financial information.
Required Qualifications
- Minimum of two years of relevant experience in billing, accounting administration, accounts payable, accounts receivable, bookkeeping, contractor payment processing, or a closely related role.
- Experience processing and calculating subcontractor payments based on per-piece rates, completed services, commissions, or another production-based compensation structure.
- Experience preparing and sending client invoices.
- Experience using any accounting, bookkeeping, billing, invoicing, or payment-processing software.
- Strong Microsoft Excel skills and confidence working with spreadsheets, calculations, and financial records.
- Strong numerical skills and a high level of accuracy.
- Excellent attention to detail when reviewing rates, completed services, invoices, and supporting documents.
- Ability to identify, investigate, and resolve payment and invoicing discrepancies.
- Strong organizational and time-management skills.
- Ability to manage recurring invoicing and payment deadlines.
- Professional written and verbal English communication skills.
- Ability to communicate professionally with clients and subcontractors regarding invoices and payments.
- Ability to work independently and remain responsive in a remote work environment.
- Ability to learn new software and company procedures quickly.
- Strong sense of confidentiality, reliability, and accountability.
Assets
- Experience with Service Fusion or another field service management system.
- Experience in the appliance installation, home service, construction, skilled trades, or property development industry.
- Experience processing payments for installers, technicians, tradespeople, or other independent contractors.
- Experience following up with clients regarding outstanding invoices.
- Knowledge of Microsoft Office, Outlook, Google Drive, OneDrive, or similar platforms.
- Russian language skills are an asset.
Skills and Competencies
- Contractor payment calculations
- Per-piece rate compensation
- Client billing and invoicing
- Accounting administration
- Accounts payable and accounts receivable
- Payment and invoice reconciliation
- Professional client follow-up
- Accurate data entry
- Strong organization and time management
- Problem-solving
- Confidentiality
- Ability to meet deadlines
- Independent remote work
What We Offer
- A remote position with established procedures and training on company-specific systems.
- A stable, long-term company with a consistent workflow.
- A supportive and collaborative team environment.
- Flexible remote work arrangements.
Benefits:
- Flexible schedule
- Work from home
Work Location: Remote
Pay: From $18.00 per hour
Education:
- Bachelor's Degree (preferred)
Language:
- English (required)
- Russian (not required, but an asset) (preferred)
Work Location: Remote
