Accounting & Admin Specialist

Accounting & Admin SpecialistMechanical Service Corporation (MSC) is a union service specialist in commercial/industrial HVAC, process cooling, and building automation systems. We are seeking an experienced Accounting & Admin Specialist to join our finance and accounting team and play a key role in supporting MSC's continued growth and operational excellence. Position Overview This is an in-person, hands-on financial operations role responsible for managing critical accounting functions, including billing, accounts receivable, payroll processing, and collections.

The successful candidate will preferably have previous experience in commercial HVAC (or similar construction/service industry) to ensure accurate and timely financial processing while supporting the Controller and management team with financial reporting and analysis.Key ResponsibilitiesBilling & Revenue ManagementProcess 50+ customer invoices weekly for service and project workReview service reports and job documentation to ensure accurate billingCoordinate with field personnel and project managers on progress billing and event-driven invoicingVerify material costs and labor hours for proper invoice preparationGenerate and distribute customer invoices with supporting documentationProcess monthly preventive maintenance agreement (PMA) billingAccounts Receivable & CollectionsManage accounts receivable aging and collections activitiesConduct collection calls and customer follow-up communicationsPrepare and send monthly customer statementsMaintain customer payment records and resolve billing disputesCoordinate with management on collection strategies for past-due accountsPayroll ProcessingProcess daily payroll entries and timesheet reviewDistribute payroll reports to department managersVerify technician time entries against service reports for accuracyCorrect payroll discrepancies and resolve time entry issuesProcess weekly payroll for office personnelMeeting & General Administrative SupportAssist with preparation and coordination of recurring company meetingsOrder office supplies and manage vendor relationshipsCoordinate shop meeting administrative needs, materials, scheduling, and distributionAssist leadership with organizing meeting materials and follow-up itemsProvide main-office/operator phone coverage as appropriateMaintain company contact lists and administrative reference informationCoordinate employee recognition at key milestonesRequired QualificationsMinimum 3-5 years of accounting experience, preferably in construction or service industriesStrong proficiency with ERP systems (ServiceTrade experience a plus)Advanced Excel skills and general computer proficiencyExcellent attention to detail and organizational skillsStrong communication skills for customer and vendor interactionsAbility to work independently and manage multiple prioritiesExperience with payroll processing and accounts receivable managementPreferred QualificationsPrevious experience in construction, HVAC, or service industry accountingFamiliarity with union payroll processingExperience with progress billing and project accountingKnowledge of sales tax regulations and complianceWhat We OfferSalary range $65,000 to $75,000 based on experience.Comprehensive benefits package including paid time off, employer-subsidized health insurance401(k) with company matchLong-term and short-term disability insuranceProfessional development opportunitiesCollaborative and supportive work environmentStable, growing company with excellent reputationJoin MSC's finance team and contribute to our continued success as a leader in the mechanical service industry. This role offers the opportunity to take ownership of critical financial processes while working with a team of dedicated professionals.MSC is an equal opportunity employer committed to diversity and inclusion in the workplace.