Invoices Coordinator jobs in Edmonton, AB

About the Company:
Inflector Environmental Services is a leading Canadian environmental and demolition contractor specializing in asbestos abatement, mould remediation, lead abatement, selective demolition, and hazardous materials management. With operations across Canada, we are committed to delivering safe, high-quality solutions while fostering a culture built on integrity, collaboration, accountability, and continuous improvement.

About the Role:
Reporting to the Regional Manager, the Office & Project Coordinator supports both project execution and the day-to-day operations of our Western Division. This role is responsible for coordinating project administration, including documentation, billing, cost tracking, and project closeout, while also managing office operations such as reception, travel coordination, invoice processing, and administrative support. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. This position is a temporary 12-month leave coverage position with an anticipated start date of August 17. While the initial term is 12 months, there is potential for the role to become a permanent position based on business needs.

Responsibilities:

Project Coordination Responsibilities

• Support Project Managers throughout the project lifecycle by coordinating project start-up requirements, maintaining project documentation, assisting with scheduling, tracking project changes, and supporting project closeout activities.
• Act as a primary point of communication between Project Managers, field supervisors, clients, subcontractors, vendors, and internal departments to ensure projects progress smoothly.
• Coordinate project logistics, including travel, accommodations, equipment requests, and workforce administration for office and field personnel.
• Prepare billing requests, submit progress billings and invoices, compile supporting documentation, verify vendor invoices, process expense reports, and assist with project cost tracking.
• Maintain accurate project records and documentation while identifying opportunities to improve project administration and operational efficiency.

Office Coordination Responsibilities

• Provide day-to-day office administration, including reception, answering phones, managing correspondence, coordinating office supplies and vendors, maintaining records, and supporting the overall operations of the Western Division offices (Calgary and Edmonton).
• Support the Operations Manager and Human Resources by coordinating employee onboarding, maintaining personnel documentation, assisting with recruitment activities, and facilitating new hire orientation.
• Serve as the Alternate Security Company Officer (ASCO) by coordinating personnel security clearances and maintaining security compliance documentation for government and client contracts.
• Coordinate company meetings, training sessions, Health & Safety initiatives, employee events, and other administrative activities that support business operations and internal departments.
• Maintain accurate employee and operational records while recommending improvements to administrative processes that enhance organizational efficiency.

Qualifications include:

• 1–3 years of experience in a Project Coordinator, Office Coordinator, Administrative, or similar support role, preferably within construction or a related industry.
• Post-secondary education in Project Administration, Project Management, Business Administration, or a related field is considered an asset.
• Strong organizational, time management, and communication skills, with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
• Experience supporting project administration, document control, billing, travel coordination, and general office operations.
• Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, Teams, SharePoint, and MS Project.
• Ability to work independently and collaboratively while maintaining professionalism and confidentiality.
• Eligible to obtain and maintain a Government of Canada Personnel Security Clearance. Experience administering security clearances or the Controlled Goods Program is considered an asset.
• Valid Class 5 driver's licence and reliable transportation are considered an asset.
• Must be legally authorized to work in Canada.

Physical Requirements:
The role primarily involves sitting for extended periods in an office setting, with opportunities to stand, walk, and move around as needed
Inclusive and Accommodation Statement: Inflector is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome and encourage applications from candidates of all backgrounds, abilities, and experiences. If you require accommodations during the recruitment process, please inform us, and we will make every effort to meet your need.