Accounting Administrator

Description

This role is responsible for managing accounting and administrative functions from job initiation to closeout. The Accounting Administrator will serve as a key liaison between dispatch, Supervisors, finance (matrix organization), clients, and vendors to ensure timely deliverables, accurate financial reporting, and ongoing compliance.

• Monitor aging reports weekly and partner with internal teams to resolve overdue balances.
• Manage full-cycle accounting, including budget review, job cost tracking and profitability, accounts payable, collections, and financial compliance.
• Assist in job setup in Service systems, including coding structures, estimate entry, and quotes.
• Reconcile and ensure accuracy between all systems (Service Titan / Service Channel, Sage, etc)
• Review completed jobs, purchase orders, and change orders to validate financial terms and ensure contract alignment when invoicing.
• Collaborate with Supervisors to maximize profitability and reduce cost overruns.
• Utilize tools like Adobe, Excel, Timecards for document control, payroll, for compliance and reporting.
• Act as liaison between the business unit and internal departments to ensure accurate financial communication and resolve discrepancies.
• Conduct variance analysis on all jobs (GP Target vs Actual) and prepare detailed financial reports weekly.
• Ensure proper coding of expenses in ERP systems (e.g., Sage 100 Contractor) according to budgets and classifications.
• Enter new clients, change orders and ensure their accuracy and timely processing.
• Implement service-specific accounting workflows that improve reporting accuracy and cost control.
• Support technician dispatch, scheduling, and operational support where necessary.
• Ensure payroll is submitted to the accounting system accurately and timeously.
• Leverage systems such as Sage 100 Contractor, Service Trade/Titan, Service Channel, and Parts Manager to manage financial workflows and improve accuracy.
• Ensure all preventative maintenance billing is managed and maintained
• Investigate and resolve billing discrepancies to maintain strong client relationships and cash flow.
• Oversee subcontractor pay applications and track lien releases, insurance compliance, and payment status.
• Support month-end, quarter-end, and year-end financial close processes to ensure accurate reporting.
• Prepare, submit, and reconcile payments from all Customers and jobs.
• Maintain job files, client records and documentation for audit readiness and compliance requirements.
• Coordinate with HR, AP, and corporate accounting teams to support onboarding, travel arrangements, and documentation flow for assigned jobs.
• Ensure all jobs are invoiced and posted from the Service System (Service Trade / Service Titan)
• Coordinate vendor and subcontractor invoice processing, ensuring compliance with contract terms, quotes, proposals and documentation requirements.

Requirements

We are seeking a skilled Accounting Administrator to join our Services Team. This position plays a vital role in supporting Industrial Services accounting operations by overseeing comprehensive financial management, ensuring invoicing and compliance accuracy, and maintaining critical administration for all Service Customers. The ideal candidate will have hands-on experience in contracting and / or industrial services accounting, a strong understanding of billing processes and compliance requirements, and the ability to thrive in a fast-paced, high transactional volume, and collaborative environment.

• Notary Public certification preferred but not required.
• Employment is contingent upon successful background check and drug screening
• Analytical mindset with the ability to proactively troubleshoot discrepancies and drive timely resolution.
• Demonstrates a strong commitment to confidentiality and upholding ethical standards in all accounting and administrative tasks.
• Minimum 5 years of experience in service industry accounting or related financial operations (Contracting or Construction related is preferred).
• Self-starter who thrives in a fast-paced, collaborative environment and does not require micromanagement.
• Bilingual English/Spanish is a plus.
• Strong attention to detail, organizational skills, and ability to manage competing deadlines.
• Proficiency with Sage 100 Contractor or equivalent ERP/accounting systems.
• Strong communication and follow-through skills, especially in vendor and customer interactions.
• Advanced Excel skills and proficiency with Microsoft Office, Adobe, and other relevant tools.
• Comfortable in a blue-collar construction environment and able to engage confidently with both field and office teams.
• Strong working knowledge of jobbing, billing, collections, and contract compliance.
• Associate degree in accounting, business, or related field required; bachelor’s degree preferred.

Benefits

Accounts Payable

Work Hours: Standard M-F, with flexibility for start time

Pay Range: $65-75,000

• 100% company-paid medical, dental and vision insurance for employees & family/dependents.
• Employer funded Health Reimbursement Account (HRA)
• Bonus eligibility up to 15% of base salary
• Opportunities to volunteer and give back through community initiatives.
• 401(k) with company match
• Generous paid time off and paid holidays
• Professional growth and development opportunities
• Competitive salary
• 100% company-paid life insurance

Training + Development

Interview process

Visa Sponsorship

Security clearance