Job Description

Staff Accountant – Mechanical Service Department
Location: Miami, FL
Salary: $75,000–$85,000
Department: Accounting
Reports To: Controller
Employment Type: Full-Time

The Staff Accountant is responsible for managing accounting functions related to the Mechanical Service Department, including service revenue recognition, job costing, accounts receivable, accounts payable support, payroll allocations, inventory tracking, and month-end close.

This role ensures accurate financial reporting for service operations, supports management with performance analysis, and maintains compliance with internal controls and accounting standards.

Key Responsibilities

Accounts Receivable

• Generate and send customer invoices
• Record and reconcile incoming payments, including checks, ACH, credit cards, and cash
• Monitor aging reports and follow up on past-due accounts
• Resolve billing disputes and discrepancies with customers
• Maintain accurate customer account records and credit limits

Accounts Payable

• Receive, verify, code, and enter vendor invoices and credit card receipts into accounting software
• Match invoices to purchase orders and receipts, including three-way matching where applicable
• Process payments via check, ACH, and credit card
• Maintain accurate payment records
• Reconcile vendor statements and resolve discrepancies
• Track early payment discounts and payment terms
• Maintain vendor records, including W-9s and contact information
• Reconcile credit card accounts monthly
• Complete 1099 reporting

Construction Accounting

• Collaborate with the Project Management Team to issue commitment agreements and ensure all required documents are fully executed
• Set up vendor and subcontractor compliance items and request renewals as needed
• Review, code, input, and ensure proper approval of subcontractor and supplier invoices
• Complete monthly cost-to-billing reconciliations to identify underbillings or overbillings
• Work with the Project Management Team to address billing and cost variances
• Prepare and submit monthly progress billings in accordance with contract requirements
• Track change orders and ensure they are reflected in budgets and billings
• Coordinate with project managers on project costs, billing status, and profitability
• Collect and track Notices to Owner, lien releases, and sworn statements

Payroll

• Review weekly timesheets and confirm proper approvals are documented
• Collect, review, and code employee reimbursements for Payroll Department processing
• Support certified payroll and prevailing wage reporting

Month-End Close & Financial Reporting

• Maintain the general ledger by posting and classifying transactions
• Track and record fixed assets and depreciation
• Assist with basic financial reporting, including profit and loss statements, balance sheets, and cash flow reports
• Maintain organized financial files and documentation for audits