Accounting Specialist

Mechanical Systems Company LLC is a fully licensed Mechanical and Plumbing contractor serving commercial and industrial clients through high-quality design-build, negotiated, and plan/spec projects. We specialize in delivering expert mechanical solutions with a strong focus on design, engineering, construction, and energy efficiency. Our team is known for superior craftsmanship, safety, and a customer-first approach.

We are currently seeking a detail-oriented, responsible Accounting Specialist to join our growing team. This role is essential to the financial operations of our business, with a focus on billing, payroll support, accounts receivable, and administrative assistance.

Work Schedule: Monday through Friday, 7:30 am to 4:30 pm

Pay Range: $24 per hour and up depending on experience

Benefits We Offer:

• Medical Insurance (3 plans; employer pays the majority of the premium)
• Wellness Reimbursement with medical plan participation
• HSA with employer contribution
• FSA option
• Employee Assistance Program
• Company-paid Life Insurance & Short-Term Disability
• Optional Dental & Vision plans
• 401(k) with company match after 1 year
• Paid sick days, holidays, and vacation
• Company events & referral bonuses (up to $1,000)
• Family-friendly, respectful, and inclusive environment

Key Responsibilities:

• Prepare and process accurate billing for projects and time & material (T&M) work
• Manage customer billing portals and ensure compliance with client-specific requirements
• Respond to billing inquiries, coordinating with operations for issue resolution and invoice approvals
• Close out work orders for T&M, SPOT, and project-related jobs
• Conduct credit checks and recommend appropriate payment terms based on customer profiles
• Monitor accounts receivable and follow up on past-due balances
• Support administrative tasks, including answering phones and issuing purchase orders (POs)
• Verify and process service payroll, ensuring accuracy of time sheets and CE timecards
• Make payroll coding corrections as needed
• Distribute monthly billing statements and invoices to customers

Required Qualifications:

• 2+ years of experience in accounting, billing, or administrative support (construction or service industry preferred)
• High school diploma or equivalent
• Associate's degree in Accounting or Business preferred
• Proficiency in Microsoft Excel & Outlook
• Strong attention to detail with excellent organizational and problem-solving skills
• Effective written and verbal communication skills
• Ability to manage multiple tasks, prioritize deadlines, and work independently
• Comfortable interacting with customers and internal teams regarding billing and account inquiries
• Ability to maintain confidentiality and handle sensitive financial information