Seeking A New Employee

Project Accountant/Administrative Coordinator

Position Summary

Mechanical Solutions, Inc. is seeking a detail-oriented, organized professional to serve as our Project Accountant & Administrative Coordinator. This position is the operational hub that helps keep projects moving from initial order entry through final billing and project closeout. Working closely with the sales, operations, and project management teams, this individual ensures project financial information is accurate, customer documentation is complete, communication flows efficiently, and administrative processes remain organized. The ideal candidate enjoys working with numbers, solving problems, building relationships with customers and vendors, and taking ownership of work that directly contributes to successful project execution.

Primary Responsibilities

Project Accounting

Establish new projects within the accounting system.
Monitor project budgets, costs, and billings throughout the project lifecycle.
Review labor, material, equipment, and subcontractor costs for accuracy and proper coding.
Prepare timely and accurate customer invoices.
Track accounts receivable and assist with collection efforts when appropriate.
Prepare project cost reports and assist project managers with forecasting and financial reporting.
Review contract values, change orders, and supporting documentation before billing.
Maintain accurate financial records in accordance with company policies and accounting standards.

Project Administration

Prepare purchase orders, invoices, and related documentation.
Enter customer orders and maintain project records.
Track purchase orders, shipments, and delivery status.
Maintain organized electronic and paper project files.

Office Administration

Coordinate communication among customers, manufacturers, vendors, and MSI staff.
Assist with general office organization and administrative support.
Help foster a professional, collaborative office environment focused on outstanding customer service.

Qualifications

High school diploma or equivalent required.
Two or more years of administrative, accounting, construction, or project coordination experience preferred.
Experience with project accounting or construction accounting is highly desirable.
Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
Experience with accounting or ERP software preferred.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to prioritize multiple deadlines while maintaining accuracy.
Professional, dependable, and customer focused.

What Success Looks Like

Projects are accurately established and maintained from start to finish.
Customer billings are timely, accurate, and well documented.
Project managers receive reliable financial information to support decision making.
Customers, manufacturers, and vendors receive prompt, professional communication.
The office remains organized, efficient, and supportive of the entire project team.

Compensation & Benefits

This is a full-time hourly position (40 hours per week). Compensation is competitive and based on qualifications and experience. MSI offers a comprehensive benefits package that may include health insurance, paid time off, and retirement plan participation.

Physical Requirements

Primarily office-based work involving extended computer use.
Occasional lifting of files, manuals, or boxes up to 25 pounds.
Occasional visits to warehouses or construction sites.

About Mechanical Solutions, Inc.

Mechanical Solutions, Inc. is a trusted manufacturer's representative serving Alaska's commercial HVAC industry. We partner with leading manufacturers to provide quality equipment, technical expertise, and responsive support to consulting engineers, contractors, and distributors. Our reputation is built on integrity, accountability, technical knowledge, and long-term relationships.