Office Administrator and Accounts Receivable-Commercial HVAC/Plumbing

Job Description

Job Description

The General Office Administration & Accounts Receivable Administrator provides administrative and financial support to the Commercial HVAC, Plumbing, and Refrigeration Department. This position is responsible for maintaining accurate customer billing, managing accounts receivable processes, supporting project documentation, and ensuring efficient day-to-day office operations. The role requires strong organizational skills, attention to detail, and the ability to coordinate with project managers, service teams, and customers.

Key Responsibilities

• Prepare and issue customer invoices for commercial HVAC, plumbing, and refrigeration projects and service work.
• Monitor accounts receivable and follow up on outstanding invoices to ensure timely payment.
• Process customer payments including checks, electronic payments, and credit cards.
• Reconcile customer accounts and resolve billing discrepancies.
• Maintain accurate AR records within the company’s accounting system.
• Prepare aging reports and assist management with collections as needed.

Administrative & Office Support

• Provide general administrative support to the department including document management, data entry, and scheduling assistance.
• Maintain project files, contracts, service records, and billing documentation.
• Coordinate with project managers, service coordinators, and technicians to ensure proper documentation for billing.
• Assist with job setup in internal systems and maintain accurate project information.
• Support internal reporting and departmental record keeping.

Customer & Vendor Communication

• Serve as a point of contact for customer billing inquiries.
• Communicate with clients regarding invoice details, payment status, and account balances.
• Coordinate with internal departments to resolve discrepancies or documentation issues.
• Maintain professional communication with customers, vendors, and team members.

Compliance & Process Support

• Ensure billing and documentation comply with company policies and contract requirements.
• Assist with month-end closing tasks related to accounts receivable.
• Support process improvements that enhance billing accuracy and office efficiency.

Education & Experience

• High school diploma or equivalent required; Associate degree in Accounting, Business Administration, or related field preferred.
• 2+ years of experience in accounts receivable, billing, or office administration , preferably in construction, mechanical contracting, or service industries .

Skills & Competencies

• Strong knowledge of accounts receivable and invoicing processes.
• Excellent organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work in a fast-paced environment.

Company Description

Sun Mechanical Contracting is actively seeking a delivery driver for its Tucson based operations. We are looking for a hardworking, reliable, and safety-minded employee to support our statewide construction and service operations. The employee is responsible for all phases of safety while setting up and operating company owned equipment within the guidelines of all federal regulation standards as well as company standards. The ideal candidate will have demonstrated experience operating all types of construction equipment and be capable of working with minimal oversight. The ideal candidate is willing to follow directions and closely adhere to construction industry safety standards. The position is primarily located outdoors, and the selected candidates will be expected to work under all types of weather conditions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Deliver materials and equipment to and from job sites
• Operate all company vehicles in accordance with local laws/regulations in a safe and courteous manner
• Conduct daily inspections of the vehicle at the end of the shift and report any problems or damage to management
• Keep assigned vehicles clean and orderly
• Comply with all DOT and in-house regulations and rules
• Observe and report equipment or mechanical failures immediately
• Drive vehicle to worksites
•\tLight Yard work is expected
•\tLoad and Unload trucks
•\tDuties may change and/or per the Support Service Lead

OPERATING EQUIPMENT:
• Operates fork trucks under general supervision
• Inspect equipment for safety issues daily
• Lift, position and place machinery, equipment or other large objects within the directed location at construction sites and industrial facilities

SAFETY:
• Promote, execute and adhere to the company’s safety program
• Attend weekly safety meetings
• Work in a safe, responsible manner to not intentionally or unintentionally injure oneself or endanger the well-being of others
Cooperate with Safety personnel, supervisors, and managers to ensure proper procedures are carried out according to the Company’s Safety policies

QUALIFICATIONS:
• Work schedule will require open availability including weekends, holidays, and overnights determined by the needs of the business; must be flexible
• Must be able to successfully complete and pass a pre-employment, post-offer background check and drug test

EDUCATION AND/OR EXPERIENCE:
• High school diploma/GED preferred
• Current driver’s license required with no current restrictions
* Commercial driver's license CDL Class A/B

Company Description

Sun Mechanical Contracting is actively seeking a delivery driver for its Tucson based operations. We are looking for a hardworking, reliable, and safety-minded employee to support our statewide construction and service operations. The employee is responsible for all phases of safety while setting up and operating company owned equipment within the guidelines of all federal regulation standards as well as company standards. The ideal candidate will have demonstrated experience operating all types of construction equipment and be capable of working with minimal oversight. The ideal candidate is willing to follow directions and closely adhere to construction industry safety standards. The position is primarily located outdoors, and the selected candidates will be expected to work under all types of weather conditions.\r\n\r\nESSENTIAL DUTIES AND RESPONSIBILITIES:\r\n• Deliver materials and equipment to and from job sites\r\n• Operate all company vehicles in accordance with local laws/regulations in a safe and courteous manner\r\n• Conduct daily inspections of the vehicle at the end of the shift and report any problems or damage to management\r\n• Keep assigned vehicles clean and orderly\r\n• Comply with all DOT and in-house regulations and rules\r\n• Observe and report equipment or mechanical failures immediately\r\n• Drive vehicle to worksites\r\n•\tLight Yard work is expected\r\n•\tLoad and Unload trucks \r\n•\tDuties may change and/or per the Support Service Lead\r\n\r\nOPERATING EQUIPMENT: \r\n• Operates fork trucks under general supervision\r\n• Inspect equipment for safety issues daily\r\n• Lift, position and place machinery, equipment or other large objects within the directed location at construction sites and industrial facilities\r\n\r\nSAFETY: \r\n• Promote, execute and adhere to the company’s safety program\r\n• Attend weekly safety meetings\r\n• Work in a safe, responsible manner to not intentionally or unintentionally injure oneself or endanger the well-being of others\r\nCooperate with Safety personnel, supervisors, and managers to ensure proper procedures are carried out according to the Company’s Safety policies\r\n\r\nQUALIFICATIONS:\r\n• Work schedule will require open availability including weekends, holidays, and overnights determined by the needs of the business; must be flexible\r\n• Must be able to successfully complete and pass a pre-employment, post-offer background check and drug test\r\n\r\nEDUCATION AND/OR EXPERIENCE:\r\n• High school diploma/GED preferred\r\n• Current driver’s license required with no current restrictions\r\n* Commercial driver's license CDL Class A/B