Administrative Assistant/Accounting Specialist

Job Description

Position: Administrative Assistant/Accounting Specialist

Salary: Starting Salary $65,000.00 - $75,000.00

Brothers Mechanical Services® (BMS) is a fast-growing Commercial and Government Mechanical Contractor firm in Manassas Virginia U.S. We are a full-service solution provider for Mechanical equipment and systems including Refrigeration, Heating, Ventilation, Air Conditioning, Boiler, and Chiller HVAC Maintenance Services related to providing heating and ventilation services, etc.

We are currently looking for a full-time Administrative Assistant, a strong influencer, and a self-motivated negotiator with a proven record of accomplishment. You must have practical organizational and communication skills to serve our clientele efficiently. To join our team, you must have a highly proficient knowledge of QuickBooks, Microsoft Excel, and Microsoft Office. Service Titan experience would be helpful. We are looking for a dependable, sharp, detail-oriented individual with 5+ years of related office experience and a strong will to learn.

Administrative Accounting Specialist Job Brief

An Administrative Accounting Specialist can handle almost any administrative project with a variety of expertise, including providing administrative support to ensure the efficient operation of the office. Supports field managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Ability to effectively communicate via phone and email, ensuring all Administrative Accounting duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals; a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

POSITION OVERVIEW: Your primary responsibility (as Administrative Accounting Specialist) is to directly assist our senior management. Therefore, you must be dependable, detail-oriented, and able to multitask.

Duties and Responsibilities

Handle confidential employer and client information

Draft Project contracts with Sr. Project Managers

Serve as a point of contact for other team members

Manage accounts receivable and payable items (processing invoices, entering bills, preparing invoices, generating financial reports, monthly bank reconciliations, etc.)

Schedule meetings, manage daily calendar, and follow up on appointments

Communicate directly with our crews outside throughout the day

Schedule Service Calls

Manage Federal, State, and Commercial Projects

Process and distribute incoming calls, email, and mail

Process Billing and Payments

Professional Support

Handle financial tasks in payroll and accounting

Make business purchases and deal with vendors

Share industry-related advice and guidance

Administrative/Fielding Calls

Research materials and sources for presentations

Prepare and organize databases and reports

Answer calls, reply to emails, and perform similar tasks

Provide various levels of customer service

Core skills:

Must have QuickBooks Experience.

Must have strong administrative and organizational support

Effective and professional verbal and written communication

Ability to multitask data entry and analysis

Strong work ethic

Must have strong computer skills, from Word processing to creating Excel spreadsheets, Outlook, PowerPoint, and familiarity with standard office equipment

Administrative Accounting Specialist top skills & proficiencies:

Collection of payments & reconciliation

Managing Office and Field Staff

Administrative writing skills

Analysis

Professionalism

Problem Solving

Supply Management

Inventory Control

Verbal Communication

Requirements

Ability to "go the extra mile" to complete important tasks

Proven admin accounting experience

Passes Critical thinking and problem-solving skills, adaptability, organizing, and stress tolerance

Thorough knowledge of general office procedures and equipment.

Experience in the Construction industry preferred.

Must be highly motivated to meet department objectives.

Proven experience as a Virtual Assistant or a relevant role

Familiarity with current technologies, like desktop sharing, cloud services, and VoIP

Must be detail-oriented and organized, with the ability to manage multiple projects and deadlines at once

Strong interpersonal skills are essential, since virtual assistants may interact with customers, vendors, and internal employees via telephone or online chat.

Education and Experience

Associate Diploma or equivalent (Accounting)

Business college training is an advantage (Financial)

internet skills, including use of e-mails, group messaging, and data collection

Previous office management experience may be requested

Benefits:

In addition to Health Insurance, Vision, Dental, 401 (k), and Life Insurance, we offer a friendly office environment and paid Holidays and Annual Vacations per company policy.

Essential

We are an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.

Work Remotely

No

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Schedule:

Monday to Friday

Education:

High school or equivalent (Required)

Experience:

Office: 2 years (Preferred)

Mechanical knowledge: 2 years (Preferred)

Commercial HVAC: 2 years (Preferred)

Shift availability:

Day Shift (Required)

Work Location: In person

Full-time