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Position Title : Billing & Compliance Administrator

Department: Service

Reports To: Service Manager / Assistant Service Manager

Position Type: Full-Time

Hours of Work: Monday to Friday, typically 7:30 AM to 4:30 PM

Position Summary

The Billing & Compliance Administrator is responsible for reviewing completed work orders, supporting accurate and timely invoicing, maintaining technician licensing and safety records, coordinating training and course registrations, and assisting with health and safety administration.

This role is an important link between service, dispatch, technicians, management, accounting, and health and safety requirements. The successful candidate must be highly organized, accurate, comfortable following up on missing information, and able to manage recurring administrative deadlines.

The role requires someone who can balance day-to-day billing work with ongoing compliance tracking, documentation management, safety reporting, and committee support.

Key Responsibilities

Work Order Review and Billing

• Review completed service work orders for accuracy before invoicing.
• Confirm labour hours, travel, materials, equipment, subcontractor costs, refrigerant, and other chargeable items are properly captured.
• Review technician notes to ensure the work performed is clearly documented and supports the billing.
• Identify incomplete, unclear, or inconsistent work orders and follow up with dispatchers, technicians, service administrators, or managers as required.
• Confirm whether work orders should be billed as time and material, quoted work, warranty, maintenance agreement, COD, no-charge, or internal.
• Prepare and issue customer invoices in accordance with company procedures and customer-specific billing requirements.
• Upload invoices and associated information to client portals.
• Ensure completed work is invoiced in a timely manner.
• Assist with reviewing unbilled work orders and helping reduce billing delays.
• Support month-end billing deadlines and assist with billing closeout.

Service Billing Administration

• Review service calls, maintenance visits, quoted repairs, return trips, after-hours calls, and emergency work for billing accuracy.
• Confirm trip charges, overtime, minimum charges, special rates, and customer-specific billing instructions are applied correctly.
• Confirm quoted work is billed according to approved quote amounts and scope.
• Review purchase orders, customer approvals, site instructions, and billing notes before invoicing.
• Identify work orders that may require a quote, return trip, repair recommendation, deficiency notice, or management review before billing.
• Confirm maintenance agreement work is billed or marked as included based on the customer agreement.
• Assist with customer invoice questions or billing clarification when required.

Documentation and Compliance Review

Confirm required supporting documentation is attached or available before invoicing, including:

• Purchase orders
• Signed work orders
• Technician reports
• Photos
• Combustion reports
• Refrigerant/ODP documentation
• Red tags or warning tags
• Customer approvals
• Subcontractor invoices
• Supplier invoices or material backup
• Flag missing or incomplete documentation before billing where it may affect compliance, billing accuracy, or customer communication.
• Review work orders involving refrigerant use or recovery and ensure required refrigerant information is available for internal tracking.
• Support internal tracking of red tags, warning tags, deficiencies, return trips, and other service-related documentation when required.

Technician Licensing and Credential Tracking

• Maintain accurate records of technician licences, trade certifications, safety training, and job-related credentials.
• Track expiry dates for required licences, certificates, and training records.
• Monitor upcoming renewals and notify management or employees before credentials expire.
• Maintain digital copies of technician documentation in the appropriate company folders, software, or tracking systems.
• Assist with collecting updated documents from employees.
• Support internal reporting on licence and credential status.
• Help ensure technicians assigned to specific work have the necessary documentation, certifications, or training where required.

Examples of items that may be tracked include:

• Trade licences
• Gas technician licences
• ODP cards
• Working at Heights
• WHMIS
• First Aid/CPR
• Lift training
• Site-specific orientations
• Manufacturer or equipment training
• Customer-required safety credentials
• Other job-related certifications

Training and Course Coordination

• Register employees for health and safety courses, job-related training, site orientations, and certification renewals.
• Coordinate training dates with employees, supervisors, and management.
• Track course completion and ensure proof of completion is received and filed.
• Maintain a training calendar or tracking list for upcoming renewals and scheduled courses.
• Communicate course details, dates, locations, online access, and requirements to employees.
• Follow up with employees who have not completed required training.
• Assist management with identifying upcoming training needs based on expiry dates, customer requirements, or operational needs.

Health and Safety Administration

• Assist with administrative support for the company’s health and safety program.
• Maintain health and safety records, meeting minutes, training records, inspection documentation, and related files.
• Support the Joint Health and Safety Committee or Health and Safety Representative process where applicable.
• Take minutes during health and safety committee meetings.
• Prepare and distribute meeting minutes for review and filing.
• Track action items from health and safety meetings and follow up as directed.
• Assist with organizing safety documentation for internal review, customer requirements, or external audits.
• Support management with safety-related communication, document collection, and recordkeeping.

Safety Reporting Websites and Customer Compliance Portals

• Maintain company profiles and records on customer or third-party safety reporting websites.
• Upload and update required documents, certificates, policies, statistics, training records, and insurance information.
• Monitor account status, compliance requirements, and document expiry dates.
• Assist with maintaining platforms such as ISN and other customer-required prequalification or safety compliance portals.
• Notify management of missing, expired, rejected, or upcoming compliance items.
• Help ensure company information remains current and accurate on customer compliance systems.

Examples may include:

• ISN
• ContractorCheck
• Avetta
• ComplyWorks
• Customer-specific contractor portals
• Site orientation platforms & Safety prequalification websites

Internal Communication and Follow-Up

• Communicate with technicians, dispatchers, service administrators, project managers, accounting, and management to resolve billing, documentation, licensing, or training questions.
• Follow up on missing information in a professional and timely manner.
• Escalate issues where deadlines, expired credentials, customer requirements, or billing delays may create risk.
• Maintain organized records so information can be easily located when needed.
• Support a clean administrative flow between field staff, office staff, management, and accounting.

Preferred Qualifications

• Experience in HVAC/R, mechanical contracting, construction, trades, service, or industrial/commercial environments.
• Experience with billing, work orders, purchase orders, quoted work, and service agreements.
• Experience maintaining training records, safety documentation, or employee credentials.
• Familiarity with health and safety programs, JHSC documentation, or safety committee minutes.
• Experience using customer compliance portals such as ISN, Avetta, ContractorCheck, or similar systems.
• Experience with Acumatica or other ERP/accounting/field service software.
• Basic understanding of labour, material, travel, warranty, service contract, and time-and-material billing.

Skills and Attributes

The ideal candidate will be:

• Detail-oriented and consistent.
• Organized and deadline-conscious.
• Comfortable following up with people for missing information.
• Able to balance accuracy with timely completion of work.
• Professional when dealing with office staff, technicians, management, and customers.
• Able to handle confidential employee and company information responsibly.
• Comfortable working with checklists, tracking sheets, software systems, and document folders.
• Reliable with recurring tasks such as renewals, course tracking, billing review, and reporting deadlines.
• Willing to learn the HVAC/R industry and company-specific procedures.
• Able to recognize when an issue needs to be escalated.

Role Expectations

The Billing & Compliance Administrator is expected to help ensure that:

• Completed work orders are reviewed and billed promptly.
• Invoices are accurate and supported by proper documentation.
• Billing delays caused by missing information are reduced.
• Technician licensing and safety credentials are tracked and kept current.
• Training renewals and course registrations are completed on time.
• Health and safety committee minutes are recorded and filed properly.
• Customer compliance portals remain current.
• Missing, expired, or rejected compliance documents are identified before they become a larger issue.
• Internal records are organized, accurate, and easy to retrieve.

Working Conditions

• Office-based role.
• Potential for Working from Home Flexibility
• Regular use of computer, email, ERP/accounting software, Microsoft Office, customer portals, and document management systems.
• Frequent communication with office staff, technicians, management, training providers, and customer compliance representatives.
• Fast-paced environment with multiple deadlines and recurring administrative responsibilities.

Occasional deadline pressure during billing closeout, safety audits, customer compliance renewals, or training renewal periods.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care
• Work from home

Application question(s):

• Are you located in the Ottawa Area & can reliably commute?

Experience:

• time and material invoicing: 2 years (required)

Work Location: In person