Administration Team Lead

Kintera, formerly known as DWB/Chartwell, is a multi-disciplinary consulting firm specializing in services and solutions for the resource sector. Kintera has a close-knit team, a diverse client base and a strong reputation for outstanding quality and service. Our offices are located across all regions of British Columbia. Learn more about us here.

Overview:

We are seeking an experienced and motivated Administration Team Lead to join our team of professionals as a key support and strategic partner to our Head of Business Services. The incumbent will provide significant time supervising, mentoring and developing a project administration team of 5 to 6 people while also playing an active role in project administration activities such as preparing and finalizing project billing, supporting project managers, and keeping our project financial records accurate. The ideal candidatewill set the standard for billing quality and turnaround and help us build processes that scale as the business grows. This position is based out of our North Vancouver office. If you have experience in a consulting, service-based or project-based environment, we want to hear from you!

Job Responsibilities:

The immediate responsibilities of a Administration Team Leadwill include, but are not limited to:

• Supervise, coach and assign work to the administration team, including onboarding and training new team members.
• Review billing and project records prepared by team members for accuracy, completeness, and contract compliance before release to clients.
• Set priorities and monitor workload across the team to meet monthly deadlines.
• Develop, document, and improve standard procedures, templates, and checklists.
• Serve as an escalation point for complex billing issues, client disputes, and system questions.
• Prepare reports on billing status, outstanding receivables, and team performance for the Head of Business Services Manager and Leadership.

• Prepare, review, and finalize project billing in collaboration with project managers.
• Review Requests for Proposals (RFPs) and contracts to set up project-specific billing terms and tracking systems.
• Review subcontractor invoices and supporting documentation to ensure work is accurately captured and appropriately billed.
• Use Deltek VantagePoint and other company systems to maintain project information, billing records, documentation, and financial data.
• Interface with project managers, subcontractors, clients, and other stakeholders to resolve project and billing.
• Work independently on a full portfolio of projects while keeping project managers and team members informed.

What We Offer:

• Tailored career growth opportunities
• Progressive vacation allocation
• GRSP Matching
• Company directed trainings
• Bonus program
• Professional development allowances
• Fun and professional work environment
• Comprehensive benefits package
• Company events.

Qualifications, Experience & Skills:

• Certificate or higher in Business Administration, Accounting, Finance, or a related field. An equivalent combination of education and experience may be considered.
• Minimum of three (3) years of progressive experience in administration, billing, coordination, or project accounting with a minimum of one (1) year of experience in a supervisory or team leadership capacity.
• Advanced proficiency in Microsoft Excel, including tracking, reconciliation and reporting.
• Strong interpersonal, organizational and time-management skills, with the ability to manage multiple priorities and deadlines for yourself and a team.
• Ability to work effectively in an office-based environment with multidisciplinary teams and stakeholders.
• Experience with ERP systems or Deltek Vantagepoint considered a strong asset.
• Legally authorized to work in Canada.

Compensation:

• The pay range for this position is $40- $45 per hour. Pay will be commensurate with experience and qualifications, and compensation outside of the posted pay range may be considered for an exceptional candidate.

Applications will be accepted until the position is filled. We look forward to hearing from you!