Office Administrator

AP/AR & Financial Administration

MD Contracting Services (MDCS) / US Contracting Services (USCS)

Location: Oswego, Illinois
Job Type: Full Time, In Person
Schedule: Monday through Friday, 40 hours per week
Compensation: $65,000–$75,000 annually, depending on experience

About the Position

We are seeking an experienced, financially proficient Office & Operations Manager with a strong background in Accounts Payable (AP), Accounts Receivable (AR), bookkeeping, and cash flow management.

This is not simply an administrative or scheduling position. Financial organization, accuracy, accountability, and the ability to anticipate business financial needs are essential to success in this role.

Our companies operate in commercial mechanical contracting, HVAC, refrigeration, electrical services, commercial property management, and construction coordination.

The ideal candidate will have the financial knowledge to manage day-to-day accounting responsibilities while also overseeing office operations and supporting our commercial property management activities.

We need someone who can work independently, recognize priorities, maintain accurate financial records, and communicate effectively with ownership.

Primary Responsibilities: AP, AR & Financial Management

This is the most important component of the position. Applicants must have demonstrated hands-on experience managing AP and AR with in Quickbooks Online Software.

Accounts Payable (AP)

● Manage vendor invoices, payment schedules, and outstanding obligations.

● Monitor upcoming expenses and ensure timely, accurate payments.

● Reconcile vendor statements and resolve billing discrepancies.

● Maintain accurate records of recurring monthly expenses.

● Coordinate payments according to available cash and business priorities.

● Provide regular reports identifying upcoming financial obligations.

Accounts Receivable (AR)

● Manage customer invoicing, payment tracking, and outstanding balances.

● Monitor AR aging reports and proactively follow up on overdue accounts.

● Coordinate collections and resolve customer billing discrepancies.

● Maintain accurate records of customer payments and open invoices.

● Provide ownership with consistent reporting on receivables and collection activity.

Cash Flow & Accounting Oversight

● Prepare and maintain short-term cash flow forecasts.

● Anticipate upcoming financial obligations and identify potential cash shortages.

● Assist with monthly budgeting and expense management.

● Perform account reconciliations and maintain organized financial records.

● Understand how AP, AR, available cash, and upcoming expenses affect daily business operations.

● Communicate financial concerns proactively rather than waiting for problems to develop.

● Coordinate with outside accounting professionals as necessary.

We are specifically seeking someone who understands the financial operation of a small business, not simply someone who enters invoices or processes payments.

Additional Responsibilities: Office & Business Operations

● Oversee daily administrative operations of an established mechanical contracting company.

● Coordinate service scheduling, dispatching, and customer communication.

● Maintain organized records, procedures, and recurring operational schedules.

● Support technicians, employees, customers, and vendors.

● Track outstanding tasks and ensure timely completion.

● Assist ownership with operational reporting and administrative decision-making.

Commercial Property Management Support

● Assist with commercial tenant communication and lease administration.

● Track rental payments, property expenses, and tenant receivables.

● Coordinate property maintenance and contractor activities.

● Monitor property conditions and provide regular reports.

● Assist with construction-related coordination and administrative responsibilities.

● Maintain organized records for commercial properties and related financial obligations.

Required Qualifications

● Minimum 10 years of hands-on AP and AR experience.

● Strong understanding of bookkeeping, account reconciliations, and financial reporting in Quickbooks.

● Demonstrated ability to manage payment schedules, receivables, and cash flow planning.

● Proficiency in QuickBooks or comparable accounting software.

● Strong Microsoft Excel skills.

● Ability to prioritize financial obligations and maintain accurate records.

● Excellent organization, communication, and problem-solving skills.

● Ability to work independently and manage multiple business responsibilities.

● Consistent attention to detail and a high level of personal accountability.

● Availability to work 40 hours per week in our Oswego office.

Preferred Experience

● Office management or business operations experience.

● HVAC, mechanical contracting, construction, or service industry background.

● Commercial property management or tenant administration.

● Service dispatching and scheduling.

● Experience supporting business owners with financial reporting and operational decisions.

What Success Looks Like

Our ideal candidate will consistently:

● Keep AP and AR accurate, current, and organized.

● Maintain visibility into cash flow and upcoming financial obligations.

● Prevent missed payments, overlooked receivables, and avoidable financial surprises.

● Provide clear and timely financial reporting to ownership.

● Manage recurring office responsibilities without constant supervision.

● Support daily operations and commercial property management responsibilities.

● Identify problems, recommend solutions, and follow through.

Work Schedule & Expectations

This is a full-time, on-site position in Oswego, Illinois.

Physical presence is important because the role involves direct employee support, daily business operations, tenant communication, and property oversight.

We value individuals who are dependable, financially disciplined, proactive, and comfortable taking ownership of their responsibilities.

Why Join Us?

You’ll have the opportunity to play an important role in the daily financial and operational management of two established, locally operated businesses.

We offer a position with meaningful responsibilities, direct communication with ownership, and the opportunity to contribute to the continued success and development of our companies.

If you have strong AP/AR experience, understand small-business financial management, and enjoy keeping an organization running efficiently, we encourage you to apply.

Pay: $63,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Master's (Required)

Experience:

• Accounts payable: 5 years (Required)
• Accounts receivable: 5 years (Required)
• Cash reconciliation: 5 years (Required)
• Cash flow analysis: 5 years (Required)
• QuickBooks: 5 years (Required)

Work Location: In person