Accounting & Administrative Specialist

A Leader in the HVAC-R Industry

At Nordic Temperature Control, our #1 goal is to offer superior products and services with a foundation built on efficient, reliable, and cost-effective heating and cooling solutions. We stand behind our commitment to provide the highest level of craftsmanship and services to our clients, without compromise!

Position Overview:

The Accounting & Administrative Specialist is responsible for a broad range of accounting, payroll, and administrative functions for both NTC and JTK entities. This role ensures the accurate processing of accounts payable, payroll (including prevailing wage and certified payroll), and various employee-related reimbursements. In addition, the position supports key administrative functions, maintains compliance documents, and contributes to company communications and marketing coordination.

Key Responsibilities:

Accounting & Payroll

• Process all accounts payable invoices for NTC and JTK.
• Prepare and process payroll for NTC and JTK, including prevailing wage compliance.
• Complete certified payroll reports as required.
• Pay payroll liabilities (941 Forms, medical insurance, Aflac, retirement, garnishments).
• Handle bonus checks and payroll draws.
• Notify employees of prevailing wage rate updates twice per year.
• Enter credit card and Petro card transactions into accounting systems.
• Maintain employee tool account records.
• Assist with end-of-year accounting rollover tasks.
• Perform annual cleanup of old QuickBooks purchase orders.

Employee Support & HR

• Manage employee onboarding and offboarding processes.
• Coordinate employee training, benefits, safety, and first-aid compliance.
• Maintain the employee vacation calendar.
• Set up new employee desk areas and create vehicle folders as needed.
• Process employee reimbursements and per-diem checks.
• Renew vehicle tabs for company fleet vehicles on a monthly basis.
• Maintain gas card and fleet account records.
• Administrative Support
• Provide backup support for phones and the lobby counter.
• Open and distribute incoming mail.
• Maintain and organize filing systems for payroll and vendor documents.
• Conduct annual destruction of old files in accordance with policy.
• Maintain and update the Standard Operating Procedure (S.O.P.) notebook of job duties.

Marketing & Communications

• Provide content updates for company website and social media.
• Coordinate advertising content and co-op reimbursement submissions for radio ads.
• Compliance & Documentation
• Maintain updated Reseller Permits, Certificates of Liability Insurance, and W-9 forms.
• Order checks and deposit slips for all accounts.
• Serve as backup for processing payment deposits.
• Receive and post customer payments.

Qualifications:

• 3 years of experience in accounting, payroll, or administrative support.
• Knowledge of prevailing wage and certified payroll requirements preferred.
• Proficiency in QuickBooks.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Familiarity with HR onboarding processes and benefits administration a plus.
• Experience with Microsoft Office Suite (Excel, Word, Outlook) and social media platforms.

Working Conditions:

• Office environment, Monday–Friday, standard business hours.
• In-person role.

If you want to be part of something bigger than just a job, then this may be the future for you. The successful applicant will work in a place where they will be appreciated and where their work has a direct effect on the success of the company. If this sounds like you, spend a little time learning about Nordic Temperature Control by visiting www.NordicTempControl.com.

Job Type: Full-time

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

Benefits:

• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Ability to Commute:

• Burlington, WA 98233 (Required)

Ability to Relocate:

• Burlington, WA 98233: Relocate before starting work (Required)

Work Location: In person

Salary : $65,000 - $75,000