Accounting & Admin Specialist

Mechanical Service Corporation; Whippany (NJ); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Health insurance

401(k) with company match

Long-term and short-term disability

Job summary

Mechanical Service Corporation (MSC) is seeking an Accounting & Admin Specialist to join our finance team in Whippany, NJ. This in-person role will manage billing, accounts receivable, payroll processing, and collections while supporting the Controller with financial reporting and analysis.

The ideal candidate has 3–5 years of accounting experience in construction or service industries, strong ERP and Excel skills, and the ability to handle multiple priorities in a collaborative environment.

Qualifications

• 3–5 years of accounting experience in construction or service industries.
• Proficient with ERP systems; ServiceTrade a plus.
• Advanced Excel and general computer proficiency.

Responsibilities

• Handle billing for 50+ invoices weekly with supporting documentation.
• Maintain AR aging, conduct collections calls, and send statements.
• Process daily payroll entries and distribute payroll reports.
• Provide admin support for meetings and vendor management.

Skills

Accounting

ERP systems

Excel

Payroll processing

Accounts receivable

Tools

ServiceTrade

ERP software

Excel

Job description

Mechanical 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 Responsibilities

Billing & Revenue Management

• Process 50+ customer invoices weekly for service and project work
• Review service reports and job documentation to ensure accurate billing
• Coordinate with field personnel and project managers on progress billing and event-driven invoicing
• Verify material costs and labor hours for proper invoice preparation
• Generate and distribute customer invoices with supporting documentation
• Process monthly preventive maintenance agreement (PMA) billing

Accounts Receivable & Collections

• Manage accounts receivable aging and collections activities
• Conduct collection calls and customer follow‑up communications
• Prepare and send monthly customer statements
• Maintain customer payment records and resolve billing disputes
• Coordinate with management on collection strategies for past‑due accounts

Payroll Processing

• Process daily payroll entries and timesheet review
• Distribute payroll reports to department managers
• Verify technician time entries against service reports for accuracy
• Correct payroll discrepancies and resolve time entry issues
• Process weekly payroll for office personnel

Meeting & General Administrative Support

• Assist with preparation and coordination of recurring company meetings
• Order office supplies and manage vendor relationships
• Coordinate shop meeting administrative needs, materials, scheduling, and distribution
• Assist leadership with organizing meeting materials and follow‑up items
• Provide main‑office/operator phone coverage as appropriate
• Maintain company contact lists and administrative reference information
• Coordinate employee recognition at key milestones

Required Qualifications

• Minimum 3-5 years of accounting experience, preferably in construction or service industries
• Strong proficiency with ERP systems (ServiceTrade experience a plus)
• Advanced Excel skills and general computer proficiency
• Excellent attention to detail and organizational skills
• Strong communication skills for customer and vendor interactions
• Ability to work independently and manage multiple priorities
• Experience with payroll processing and accounts receivable management

Preferred Qualifications

• Previous experience in construction, HVAC, or service industry accounting
• Familiarity with union payroll processing
• Experience with progress billing and project accounting
• Knowledge of sales tax regulations and compliance

What We Offer

• Salary range $65,000 to $75,000 based on experience.
• Comprehensive benefits package including paid time off, employer‑subsidized health insurance
• 401(k) with company match
• Long‑term and short‑term disability insurance
• Professional development opportunities
• Collaborative and supportive work environment
• Stable, growing company with excellent reputation

Join 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.