Bookkeeper/Administrative Assistant

$55,000 - $65,000/Yr

Mechanical Solutions - Englewood, CO

Full-time - Entry Level

Englewood, CO

Professional, Scientific, and Technical Services

About the position

The Bookkeeper/Administrative Assistant at Mechanical Solutions Inc. is a vital role focused on operations and administrative tasks within a reputable Commercial HVAC, Plumbing, Electrical, and Controls contractor. The ideal candidate will be proactive, solutions-oriented, and possess a customer-focused attitude, ensuring smooth operations and effective communication across departments.

Responsibilities

• Manage accounting tasks including monthly billing using AIA, Procore, Textura, and Quickbooks.
• Review, process, and track change orders, including booking in Quickbooks and SOV.
• Handle lien waivers for vendors and general contractors.
• Set up jobs by booking with estimates in Quickbooks and creating estimates and SOV.
• Enter invoices and manage accounts payable, including stuffing and mailing payables.
• Provide backup for payroll and bank deposits.
• Assist in operations administration, including backup dispatching and answering phones daily.
• Ensure contracts are signed and stored in job folders.
• Request Certificates of Insurance (COIs) for customers and vendors.
• Manage license and certificate renewals across all municipalities, state, county, and city.
• Pull permits and schedule inspections for the service division, providing backup for project administration on HVAC and plumbing jobs.
• Issue purchase orders (POs).

Requirements

• 2 years of experience with QuickBooks (preferred).
• 2 years of bookkeeping experience (preferred).
• Proficiency in Office 365 Suite and Adobe.
• Excellent oral and written communication skills.
• Ability to build and maintain positive relationships with colleagues.
• Strong attention to detail and service-oriented work ethic.

Nice-to-haves

• Previous construction industry experience.

Benefits

• Full-Time
• Dental insurance
• Health insurance
• Voluntary Vision Insurance
• 9 Paid Holidays
• Generous PTO
• Life Insurance
• Simple IRA with matching
• Supplemental Insurance (e.g., Accident, Critical, Hospital, Cancer)
• Cell Phone Reimbursement