Administrative Coordinator

Air Mechanical is the premier heating, cooling & plumbing company located in Ham Lake, MN. We are a privately owned and operated business and, since opening our doors in 1985, we’ve always shown our commitment to our customers.

The Administrator Coordinator is responsible for reviewing contracts for billing, ensuring payments are received and maintaining the pre-lien and lien process in a timely, consistent manner; and is responsible for preparing and mailing warranty, rebates and state license renewal forms. This is a Monday-Friday onsite role.

essential functions:

Billing Functions:

• Maintain and review billing dashboard daily
• Prepare progress invoices and email invoices
• Maintains billing files
• Review and submit Lien waivers
• Manage billing reconciliation and reports on contract status
• Resolve billing issues to ensure projects are billed correctly
• Ensure payments are collected within the appropriate timeframe
• Problem solving to identify and resolve issues related to collection
• Maintain the pre-lien and lien process
• Provide customers with W9 form and Certificate of Insurance

Administrative Functions:

• Prepare and mail warranty contracts to customers
• Renew Air Mechanical Annual Licenses with the State of Minnesota
• Submit Rebates with different utilities companies
• Assist with other accounting functions as assigned
• Other duties or projects as requested
• Work cooperatively to adhere to company guidelines and policies

qualifications and educational requirements:

• Attention to detail is critical
• Strong verbal and written communication skills
• Willingness to learn and develop this role
• High level of proficiency in Excel and MS Office
• Intacct Software, Service-Titan Software and File-Maker Application Experience is a plus
• Analytical and problem-solving skills
• Works well in a team environment
• Adept at time management and finite deadlines
• Ability to work independently and think strategically
• Authorized to work in the United States

physical requirements:

This position requires interaction with people in an office environment. Work requires sitting, handling/grasping, and repetitive motions for long periods of time. Must be able to communicate over the phone, over email, and in person. Air Mechanical is an equal opportunity employer and is committed to compliance with its obligations under all applicable state and federal laws prohibiting employment discrimination. In keeping with this commitment, we attempt to reasonably accommodate applicants and employees in accordance with the requirements of the disability discrimination laws. We also invite individuals with disabilities to participate in a good faith, interactive process to identify reasonable accommodations that can be made without imposing undue hardship.