Billing & Office Coordinator

Billing & Office Coordinator

Who We Are

At Invizij, we don’t just design buildings—we design communities people love. We’re a 19-person team based in Hamilton, Ontario, nationally recognized for Passive House design and affordable housing. Sustainability, creativity, and collaboration aren’t buzzwords here—they’re how we approach every project, from concept to construction.

We’re growing thoughtfully and looking for someone ready to leave their mark on meaningful, people-centered architecture. If you thrive in a curious, collaborative studio where your expertise is valued and your ideas make a difference, you’ll fit right in.

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The Role

We’re looking for a new Billing & Office Coordinator to join our team, following the retirement of our current Office Manager. This role plays a critical role in providing administrative, operational, and financial support to the studio, its principals, and staff, ensuring the organization runs smoothly and effectively. This position oversees all office administration functions including monthly billings and coordinates day-to-day operations with the goal of maintaining an organized, efficient, and high-performing workplace.

Serving as a key liaison between the studio Principals and staff, the Billing & Office Coordinator manages a wide range of administrative responsibilities while supporting clear communication and collaboration across the office. The role also supports core HR functions, including maintaining office policies, and coordinating the onboarding of new employees.

Overall, the Billing & Office Coordinator is responsible for efficiently overseeing office operations and talent-related functions while proactively supporting the evolving needs of the studio and its principals.

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What You’ll Be Doing

Office Admin	Manage the day-to-day administrative operations of the office Ensure all insurance is kept up to date, including annual renewals with our errors & omissions insurance provider Act as the main point of contact for multiple vendors & landlord Provide a bridge for smooth communication between the principals and employees
Billing Management	Prepare monthly invoices and manage accounts receivable using BQE Core Ensure invoices are clear, accurate, and reflect the agreed-upon scope of work and costs. Track payments, manage client billing questions, and ensure timely follow-up Coordinate invoices from Consultants: ensuring incoming consultant invoices reflect the agreed-upon fees, by phase, for a project. Automate invoicing processes: Utilize software tools (BQE Core) to streamline workflows, reduce errors, and speed up payments. Ensure timely payments: Implementing strategies to encourage prompt payments and manage cash flow effectively. Maintain client communication: Keeping clients informed about payment terms, due dates, and any changes to the invoicing process. Provide legal documentation: Ensuring all invoices and documentation are legally sound and provide a clear record of the agreement between the firm and the client.
Finances/ Accounting	Collaborate with the firm’s external accountant and financial consultant to support monthly reporting and planning Accounts Payable/Receivable – accurately entering, reviewing, processing and paying all of our vendors in line with co-op priorities, supplier terms, and cash flow Payroll – paying employees in the proper time frames, calculating stat pay and remitting the Source Deductions HST – accurate record keeping & quarterly HST submissions Monthly balance sheets & income statements – preparing monthly accounting reports for Principals to review, highlighting upcoming payments for cash flow Monthly Reconciliations – sales, bank accounts, credit cards, cash, & interest accruals Year-end financials – prepare yearly reconciliations including payroll amounts, sales, memberships, etc., working with the accountant following the Invizij year end End of calendar year – T4 preparations, annual renewals with our errors & omissions insurance provider
Reception	Reply to general information requests with the accurate information Ensure office/kitchen/conference rooms neat and orderly, communicate with staff and cleaner about tidiness Manage office equipment and supply inventory (paper, ink, snacks, etc.)
HR Related	Partner with principals to maintain office HR policies as necessary Lead onboarding/orientation for new employees

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Ideal Candidate Traits

• Loves organization, spreadsheets, and helping others get things done
• 5+ years business administration or project management experience
• Communicates with clarity and professionalism across teams and clients
• Has a deep respect for detail and a curiosity about how systems work
• Brings consistency, dependability, and a positive mindset
• Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the firm
• Excellent interpersonal, written and oral communication skills
• Ability to exercise good judgement, show initiative, and be proactive
• High standards of ethics and confidentiality to handle sensitive information
• Attention to detail and accuracy
• Adaptable professional who doesn’t mind wearing multiple hats
  

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What We Offer

• A supportive and collaborative work environment where your contributions are valued
• Ongoing training in tools including BQE Core, Quickbooks, Bluebeam, and Adobe Creative Suite
• Opportunities to engage with leadership and financial strategy
• A professional development path with opportunities for growth into operational or financial leadership roles
• Involvement in office culture initiatives, firm retreats, and internal improvement teams
• A flexible, high-performance workplace that values your life outside of work
• 2 weeks paid time off to start, benefits package
  

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Preferred Qualifications

• Experience in billing, accounts receivable, or business operations (especially in professional services)
• familiarity with BQE Core (billings & project management software) strongly preferred
• Proficiency in Microsoft Office;
• Proficiency in Quickbooks (online)
• Familiarity with architecture, engineering, or design studios is preferred but not required
  

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Compensation

$60,000 – $80,000, depending on experience

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How to Apply

Send your resume and cover letter to office@invizij.ca