Accounting Administrator

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

Pay Range
:$65-75,000

About MIINC

At MIINC Mechanical Contractors, we don’t just deliver complex HVAC, plumbing, piping pre-fabrication and process piping services. We create opportunities for people to develop their skills and build meaningful careers.

Our teams take on high-impact projects across the technology, oil and gas, education, healthcare, and industrial sectors, gaining hands-on experience with innovative solutions.

We believe in empowering people with tools, trust, and opportunities to lead with confidence. At MIINC, you’ll find a culture built on accountability, integrity, service, continuous improvement, and servant leadership, where your contributions make a lasting impact.

About the role

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.

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.

Key Responsibilities

• Manage full-cycle accounting, including budget review, job cost tracking and profitability, accounts payable, collections, and financial compliance.
• 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.
• Support month-end, quarter-end, and year-end financial close processes to ensure accurate reporting.
• Implement service-specific accounting workflows that improve reporting accuracy and cost control.
• Conduct variance analysis on all jobs (GP Target vs Actual) and prepare detailed financial reports weekly.
• Ensure payroll is submitted to the accounting system accurately and timeously.
• Ensure all jobs are invoiced and posted from the Service System (Service Trade / Service Titan)
• Ensure all preventative maintenance billing is managed and maintained

Accounts Receivable

• Prepare, submit, and reconcile payments from all Customers and jobs.
• Monitor aging reports weekly and partner with internal teams to resolve overdue balances.
• Investigate and resolve billing discrepancies to maintain strong client relationships and cash flow.
• Reconcile and ensure accuracy between all systems (Service Titan / Service Channel, Sage, etc)

Accounts Payable

• Coordinate vendor and subcontractor invoice processing, ensuring compliance with contract terms, quotes, proposals and documentation requirements.
• Oversee subcontractor pay applications and track lien releases, insurance compliance, and payment status.
• Ensure proper coding of expenses in ERP systems (e.g., Sage 100 Contractor) according to budgets and classifications.
• Assist in job setup in Service systems, including coding structures, estimate entry, and quotes.
• Enter new clients, change orders and ensure their accuracy and timely processing.
• Maintain job files, client records and documentation for audit readiness and compliance requirements.

Internal Coordination & Support

• Coordinate with HR, AP, and corporate accounting teams to support onboarding, travel arrangements, and documentation flow for assigned jobs.
• Act as liaison between the business unit and internal departments to ensure accurate financial communication and resolve discrepancies.
• Support technician dispatch, scheduling, and operational support where necessary.
• Leverage systems such as Sage 100 Contractor, Service Trade/Titan, Service Channel, and Parts Manager to manage financial workflows and improve accuracy.
• Utilize tools like Adobe, Excel, Timecards for document control, payroll, for compliance and reporting.

Required Skills and Experience

• Minimum 5 years of experience in service industry accounting or related financial operations (Contracting or Construction related is preferred).
• Proficiency with Sage 100 Contractor or equivalent ERP/accounting systems.
• Strong working knowledge of jobbing, billing, collections, and contract compliance.
• Advanced Excel skills and proficiency with Microsoft Office, Adobe, and other relevant tools.
• Strong attention to detail, organizational skills, and ability to manage competing deadlines.
• Associate degree in accounting, business, or related field required;…