AR/AP Specialist

Position Overview

We are seeking an AR/AP Specialist to oversee the financial operations from a data entry and quality assurance perspective. This individual must be a detail-oriented leader, dependable, and highly organized, with proven experience managing invoicing, accounts receivables, and accounts payable in a fast-paced environment. The AR/AP Specialist will manage daily accounting operations, oversee administrative functions, and support senior management in achieving organizational goals. The ideal candidate has extensive experience with Microsoft Excel, Google Sheets, and Microsoft Office Suite. Familiarity with NetSuite, BILL.com, ServiceTitan, or FieldEdge is a plus. HVAC/Mechanical or construction industry background strongly preferred.

You must bring at least 5 years of accounting administration experience (preferably in construction or mechanical contracting) and demonstrate excellent communication, organizational, and leadership skills.

Key Responsibilities

Invoicing & Accounts Receivable Support

• Final verification of customer invoices to ensure accuracy.
• Ensure invoices have been completed according to contract schedules.
• Maintain digital filing system for service records and invoicing.
• Monitor outstanding invoices and follow up with customers on overdue payments.
• Reconcile accounts receivable records and perform quality assurance audits to improve invoicing timeliness and accuracy.
• Assist with end-of-month billing and reporting.
• Exercise integrity and confidentiality in financial reporting and comply with national and local financial requirements.

Parts & Procurement

• Audit and ensure purchasing P.O. procedures are being followed for ordering parts and materials needed for service jobs.
• Ensure vendor invoices match service job P.O.’s and are allocated to the correct GL account.
• Ensure Subcontractors have appropriate Certificates of Insurance prior to project start.
• Assist with tracking and receiving shipments to ensure accuracy.

Required Skills & Competencies

• Proficiency in GAAP (required), experience with DCAA or construction accounting preferred.
• Strong knowledge of Microsoft Office Suite, especially Excel.
• Excellent administrative, organizational, and multitasking abilities.
• Effective verbal and written communication skills.
• Strong problem-solving, analytical, and decision-making skills.
• Ability to handle confidential information with discretion.
• Familiarity with construction/mechanical service industries preferred.

Requirements

• Associate Degree in Accounting (or equivalent required); additional business/financial training a plus.
• Minimum 5 years accounting administration with invoicing, AR, & AP.
• Comfortable with accounting systems, digital communication tools, Microsoft Office tools, and standard office equipment.
• Motivated, detail-oriented, adaptable, and able to meet deadlines while managing multiple priorities.
• Familiarity with construction/mechanical service industries preferred.

Benefits

• Competitive Salary: $31-36/hr commensurate with experience
• Health, Dental, and Vision Insurance
• Life Insurance
• 401(k) with Company Match
• Paid Holidays and Vacation
• Supportive, team-oriented office environment

Additional Information

• Job Type: Full-time
• Schedule: Monday – Friday (Day Shift)
• Work Location: On-site, Manassas, VA
• Work Remotely: No
• Equal Opportunity Employer (EOE): All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Brothers Mechanical Services® (BMS Federal) is a fast-growing commercial and government mechanical contractor based in Manassas, Virginia. We provide full-service solutions for mechanical equipment and systems, specializing in refrigeration, heating, ventilation, air conditioning, boiler, and chiller HVAC maintenance and services. As a trusted federal contractor, BMS Federal maintains critical mechanical systems at government facilities, delivering top-tier service and support to our commercial and government clients. With a strong reputation for reliability, security, and technical expertise, we are looking to grow our team with individuals who value efficiency, accuracy, and excellent customer service.