Accounting & Operations Coordinator

As part of the Envelop Group collective of companies, Controlled Environmental Systems (CES) delivers advanced engineering and manufacturing solutions for critical building environments, providing high-quality products and services across sectors such as research, healthcare, and manufacturing; and specializing in critical airflow, air filtration, and HVAC systems.

We are seeking a detail-oriented and organized Project Accounting & Operations Coordinator to play a key role in ensuring commercial HVAC projects are financially and administratively tracked and supported from start to finish. You will work closely with project managers, vendors, and accounting to keep everything running smoothly.

• Prepare and manage job documentation including AIA billing documents and ensure accuracy and data integrity by keeping information updated.
• Create and process customer and vendor invoices in a timely and accurate manner, ensuring all necessary documentation is included and details are correct.
• Prepare vendor invoices, verify receipts, and issue purchase orders while tracking freight charges and cost changes.
• Support project cost tracking through projections, WIP reporting, and collaboration with the accounting team.
• Compile documentation and prepare submittals for low‑complexity product lines.
• Coordinate with vendors on purchase orders and shipping details to ensure timely and accurate delivery of materials.
• Manage procurement processes per project requirements; handle material ordering/tracking, issue purchase orders and subcontracts to qualified vendors.
• Maintain and communicate job status to the customers throughout the project with their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
• Manage closeout documentation including copies of startup reports, IOM procurement and distribution, and warranty letters and ensure all physical documents are uploaded.
• Perform other duties as assigned.

• High school diploma or equivalent is required. Associate’s degree in accounting, business, or equivalent training and experience.
• 2+ years of accounting or administrative experience, preferably in the construction or HVAC industry.
• Familiarity with Acumatica or similar ERP/project management software is preferred.
• Must have strong attention to detail and administrative skills, with overall exceptional organizational skills.
• Must have strong communication skills, a proactive approach with willingness to work independently as well as part of a team.
• Demonstrated ability to perform tasks such as problem‑solving, making decisions, learning, thinking rationally and exercising good judgment.
• Proven experience prioritizing tasks to meet tight deadlines.
• Proficient with Microsoft Office suite:
  Outlook, Excel, Word, One Note, and Teams, in addition to strong computer application and document management skills.

• Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards.
• Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to maintain a professional appearance.
• May be required to satisfy requirements imposed by specific projects, customers, or company.
• Must be able to use hand tools, laptop, email, smartphone, and tablet.

Qualified applicants must be legally authorized for employment in the United States without the need for employer-based sponsorship currently or in the future.

Pre‑hire requirements include a drug test and a background check.