What are the responsibilities and job description for the Administrative Services Coordinator position at Bredan Mechanical Systems?
The Administrative Services Coordinator supports accounting and project operations for a commercial, union HVAC company, with a focus on payroll data entry, construction billing, and project coordination.
Key Responsibilities
- Enter and verify union and non-union payroll data, including weekly timesheets, job codes, and cost allocations for field employees.
- Assist with construction billing, including preparing AIA pay applications, warranty letters, lien waivers, and other supporting documentation for general contractors.
- Maintain positive working relationships with GC project admins and AP/AR contacts, helping resolve billing questions and documentation requests.
- Support project management coordination by updating job records, tracking contract values, change orders, and percent complete in the project system.
- Process and track accounts receivable, including generating invoices, posting payments, and monitoring aging reports.
- Track expenses and accounts payable, including coding vendor invoices to jobs, routing for approval, and preparing them for entry in accounting software.
- Assist with the setup and maintenance of projects in ServiceTitan; support data accuracy between ServiceTitan and accounting platforms. ServiceTitan experience is a plus.
- Support basic accounting workflows in QuickBooks Online or similar systems; QuickBooks Online experience is a plus.
- Support AIA- and schedule-of-values-based billing workflows within construction accounting tools; ComputerEase experience is a plus.
- Maintain organized electronic and physical filing of contracts, change orders, payroll records, and billing documentation.
Qualifications
- High school diploma or equivalent required.
- Prior experience in construction or mechanical/HVAC administration, accounting, or project coordination preferred.
- Familiarity with payroll data entry/timesheets, accounts receivable, and basic accounts payable processes.
- Experience with AIA billing formats (G702/G703) strongly preferred.
- Proficiency with Microsoft Office, especially Excel and Outlook.
- Experience with ServiceTitan, QuickBooks Online, or ComputerEase is a plus.
- Strong attention to detail, organizational skills, and ability to manage multiple deadlines in a fast-paced construction environment.
Bredan Mechanical Systems is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or gender identity.
Pay: From $30.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- AIA billing: 2 years (Required)
- union payroll: 2 years (Required)
Work Location: In person
Salary : $30