Contract Billing Analyst

SUMMARY

The Contract Billing Analyst is responsible for end-to-end billing administration, pricing coordination, invoice reconciliation, and payment support across Sky Café's airline catering operations in Canada. This role owns on-site billing processes for several commercial airlines across eight stations, each with distinct contract terms, billing systems, portals, and pricing structures. The position supports accurate and timely invoicing, identifies pricing and payment discrepancies, coordinates contract pricing updates, and maintains consistent billing controls across the network

RESPONSIBILITIES

• Own billing administration across airline partners, while managing the separate systems, portals, pricing structures, and contract requirements applicable to each carrier.
• Prepare and support accurate airline invoices using catering delivery records, service agreements, contract pricing, and applicable billing schedules.
• Review contracts, pricing schedules, service agreements, and billing records to validate rates and identify discrepancies before invoice submission.
• Conduct a monthly CAE system pricing code validation for airline partners to identify missed payment codes, cycle changes, outdated pricing, and other pricing gaps.
• Perform weekly reconciliation of third-party food vendor invoices supporting airline partners against applicable contract pricing and order quantities.
• Escalate food vendor pricing or quantity discrepancies directly to the appropriate station General Manager and/or vendor for correction and follow through to resolution.
• Coordinate pricing uploads and contract pricing changes originating from the Business Development team across all applicable airline contracts and billing systems.
• Coordinate consistent billing processes and records across all Sky Café Canadian stations: Vancouver (YVR), Calgary (YYC), Montreal (YUL), Kelowna (YLW), Edmonton (YEG), Regina (YQR), Ottawa (YOW), and Halifax (YHZ).
• Coordinate uploads for applicable stations and support consolidated airline month-end reconciliation.
• Maintain current pricing schedules, menus, billing files, spreadsheets, and supporting documentation by airline and station.
• Track invoiced amounts and payment status, follow up on outstanding or delayed payments as appropriate, and support resolution of billing inquiries from airline contacts, vendors, and internal management.
• Build and maintain Excel trackers and reports summarizing invoice status, pricing changes, outstanding payments, reconciliation activity, and billing history.
• Identify recurring billing errors, missed pricing opportunities, or process inefficiencies and escalate findings to management for corrective action and process improvement.
• Maintain billing documentation in an organized and audit-ready manner and support month-end and year-end billing reconciliation activities.
• Collaborate with station leadership, Business Development, Finance, vendors, and airline contacts to gather required billing information and resolve discrepancies.
• Perform any additional duties as assigned by management.

QUALIFICATIONS

• 18 years of age or older
• Must be legally authorized to work in the country of employment
• Bilingual in English/French is a plus
• Strong working knowledge of Microsoft Excel, including formulas, sorting/filtering, and basic lookups
• Strong numerical accuracy and attention to detail
• Good general computer skills and comfort learning airline-specific software, billing portals, and internal systems
• Ability to manage multiple airline accounts, contract requirements, recurring deadlines, and station-level details simultaneously
• Strong organizational skills and ability to maintain accurate billing records and supporting documentation
• Clear written and verbal communication skills for working with airline contacts, vendors, station leadership, and internal departments
• Ability to work independently once trained on carrier-specific billing processes
• Prior experience in billing, invoicing, bookkeeping, accounts payable, accounts receivable, or similar administrative work is preferred
• Experience supporting multiple client accounts or business locations is preferred
• Familiarity with airline, catering, or food service operations is a plus
• Must be flexible to occasionally support billing deadlines, month-end activities, and coordination across Canadian time zones
• To perform this job successfully, an individual must be able to perform each essential requirement satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements

To perform this job successfully, an individual must be able to perform each essential requirement satisfactorily. The requirements listed above are representative of the work environment, knowledge, skill, and/or ability. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements.

Salary: $60,000-75,000/year

Compensation:

The pay rate listed on this post is what the company reasonably expects to pay for this position. However, individual compensation may vary based on factors including qualifications, skills, competencies, education, and experience.

PrimeFlight Aviation Services, Inc. is proud to be an equal-opportunity employer. All applicants and employees are considered and evaluated for positions at PrimeFlight Aviation Service, Inc. without regard to race, ethnicity, religion, color, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state/province, and local laws.

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