Accounting Administrative Specialist

Mechanical Services of Central Florida, Inc. • Jacksonville, FL

1d • Onsite

About The Position

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 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.

Requirements

• 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.
• 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.

Nice To Haves

• Experience with COINS or similar ERP/accounting systems preferred.
• Proficiency with SharePoint or document management systems.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees