Accounting Administrative Specialist

We design, build, operate, and maintain commercial heating, ventilation and air conditioning systems that help clients acheive healthy, productive, and efficient working environments.

MSI is a full service HVACR contractor offering an array of energy efficient air-conditioning services from concept to completion, maintenance to repair and everything in between. With more than 50 years of service under our belt, MSI continues to be recognized for our visionary leadership and superior craftsmanship in the design and installation of energy-efficient cooling systems.

 

MSI seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family-oriented workforce and to help us build on our success.

 

We are a Drug Free Workplace and an Equal Opportunity Employer.

 

Job Title:                     Accounting Administrative Specialist

Department:              Accounting

FLSA Status:               Hourly

Reports to:                 Operations Manager

Coordinates With:    Customers, Service Technicians, all other Service staff, Sales Team, Projects Groups.

Salary:                       Commensurate with experience + Benefits

 

JOB SUMMARY: MSI-CAC seeks an Accounting Administrative Specialist to be responsible for providing administrative and transactional support to the Accounting and Operations teams by managing vendor invoices, purchase orders, job closeouts, inventory receiving, and permit-related documentation. This role ensures accuracy, compliance, and timely processing of financial and project records while serving as a key point of coordination between vendors, project teams, and accounting.

ESSENTIAL FUNCTIONS:

 

Vendor Invoice Processing

• Receive vendor invoices via email, mail, and other approved channels (approximately 30–40 invoices per day).
• Review and code invoices to the appropriate job and cost codes.
• Match invoices to purchase orders within COINS, verifying quantities, pricing, and job details.
• Identify and resolve invoice discrepancies, including missing purchase orders, billing errors, or incorrect job allocations.
• Submit approved and accurate invoices to Accounting for posting and payment.

Vendor Statements & Payment Support

• Receive and review monthly vendor statements and provide them to Accounting for reconciliation.
• Assist in identifying and tracking down missing invoices reflected on vendor statements.
• Communicate with vendors to request documentation and resolve billing questions.
• Respond to vendor inquiries regarding invoice and payment status in a professional and timely manner.
• Maintain organized records to support audits and month-end processes.

Receiving & Inventory Administration

• Track incoming job-related packing slips and delivery documentation.
• Scan and upload receiving documents into job-specific folders in SharePoint.
• Enter and receive inventory in COINS, confirming accuracy and alignment with purchase orders.
• Coordinate with project and field teams to resolve discrepancies related to deliveries or materials.

Job Closeout & Purchase Order Management

• Support job closeout activities by reviewing all open purchase orders once work is complete.
• Close out purchase orders or assist in obtaining missing invoices required for closure.
• Run reports on purchase orders associated with completed jobs to confirm no open commitments remain.
• Coordinate with Accounting and project teams to ensure jobs are financially complete and properly documented.

Permits & Compliance Support

• Maintain current records for licenses and certificates of insurance (COIs) with applicable county and local authorities.
• Pull permits upon request from Job Managers or Service Managers, confirming applications are completed accurately prior to submission.
• File Notices of Commencement when required.
• Submit inspection requests and monitor permit status to ensure no holds or compliance issues exist.
• Maintain organized permit documentation to support regulatory compliance and project records.

QUALIFICATIONS:

 

Education and Experience:

• 2 years’ experience in accounting or administrative support roles, preferably within construction or service-based environments.
• Familiarity with accounts payable processes, invoice matching, and purchase order management.
• Experience with COINS or similar ERP/accounting systems preferred.
• Proficiency with SharePoint or document management systems.
• Strong attention to detail and ability to manage high-volume, transactional work.
• Strong organizational and time management skills.
• Professional communication skills when interacting with vendors and internal stakeholders.
• Ability to handle confidential information with discretion.

 

SAFETY RESPONSIBILITIES:

• Each employee has a responsibility for their own safety, the safety of their co-workers, and the community in which they are operating.
• In the performance of duties and responsibilities, you are expected to observe all safety, health, and loss prevention rules, practices, and procedures, as well as specific instructions related to the safe and efficient performance of your work.
• An effective and viable safety, health, and loss prevention program will be attained only when all employees are safety conscious and keenly aware, both mentally and physically, of the potential hazards of your environment.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success.  Equal Opportunity Employer/Veterans/Disabled

 

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

 

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent. 

 

 

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As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Please review our Affirmative Action Policy.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.