What are the responsibilities and job description for the Operations, Accounting & HR Administrator position at Ralph G. Degli Obizzi & Sons, LLC?
Together We Build – Partnership, Innovation, Excellence, and Safety across the Kelso Industries' Companies
We're not just offering a job, we're inviting you to be part of a team built on PARTNERSHIP, INNOVATION, EXCELLENCE, and SAFETY.
The Kelso Industries company is comprised of 27 (and growing) market-leading operating companies with over 2,600 employees that deliver unmatched HVAC, mechanical, refrigeration, plumbing, and electrical solutions. We are actively building the nation's preferred technical service partnership for commercial MEP ecosystems, empowering industrial, commercial, and institutional clients—including Fortune 500 companies and other industry leaders across the United States—with reliable, innovative service.
Position Summary
The Operations, Accounting & HR Administrator is responsible for executing day-to-day administrative, accounting, compliance, and employee-related activities that support company leadership, employees, and field operations. This role provides hands-on support across Accounts Payable and Accounts Receivable, serves as trained backup coverage for AP and AR, and manages core HR and operational processes that ensure accuracy, compliance, and continuity.
Key Responsibilities
Accounting Operations (AP / AR Support & Backup)
Accounts Payable
We're committed to attracting talented individuals who seek a company with a strong foundation of success and an outstanding culture. We proactively provide competitive compensation, comprehensive benefits, and clear pathways for career advancement with autonomy and flexibility in an entrepreneurial environment.
Learn more about us at www.kelso-industries.com
We're not just offering a job, we're inviting you to be part of a team built on PARTNERSHIP, INNOVATION, EXCELLENCE, and SAFETY.
- PARTNERSHIP means we work together with trust, loyalty, and an owner mindset, always striving for win-win outcomes.
- INNOVATION drives us to think differently and create real value in everything we do.
- EXCELLENCE pushes us to set high expectations and deliver exceptional results.
- SAFETY is our foundation—both physical and psychological safety matter every single day.
The Kelso Industries company is comprised of 27 (and growing) market-leading operating companies with over 2,600 employees that deliver unmatched HVAC, mechanical, refrigeration, plumbing, and electrical solutions. We are actively building the nation's preferred technical service partnership for commercial MEP ecosystems, empowering industrial, commercial, and institutional clients—including Fortune 500 companies and other industry leaders across the United States—with reliable, innovative service.
Position Summary
The Operations, Accounting & HR Administrator is responsible for executing day-to-day administrative, accounting, compliance, and employee-related activities that support company leadership, employees, and field operations. This role provides hands-on support across Accounts Payable and Accounts Receivable, serves as trained backup coverage for AP and AR, and manages core HR and operational processes that ensure accuracy, compliance, and continuity.
Key Responsibilities
Accounting Operations (AP / AR Support & Backup)
Accounts Payable
- Process assigned vendor and subcontractor invoices, including scanning, coding, and system entry across multiple invoice types.
- Execute designated portions of weekly payment processing, including organizing invoices and backup documentation for approval.
- Maintain and update vendor and subcontractor records (W-9s, licenses, addresses, and supporting documentation).
- Monitor recurring payments, corporate card activity, and receipt compliance; escalate discrepancies as appropriate.
- Respond to vendor and subcontractor inquiries regarding invoice status and payment timing within defined authority.
- Process and distribute customer invoices, releases, and billing documentation.
- Execute assigned job billing setup tasks, including data entry and billing file organization.
- Enter and document daily cash receipts, deposits, and system uploads.
- Prepare and compile job closeout documentation, including final invoices, tax certificates, warranties, and releases.
- Serve as trained backup for both Accounts Payable and Accounts Receivable during PTO, absences, or periods of increased workload.
- Independently execute defined AP or AR processes to ensure uninterrupted operations.
- Maintain working knowledge of full AP and AR cycles to step into coverage with minimal disruption.
- Support workload balancing by absorbing designated tasks from AP and AR as needed.
- Coordinate all new hire, rehire, and termination processes.
- Complete onboarding and offboarding documentation (I-9, W-4, benefits, policies).
- Schedule and track drug screens, background checks, and required testing.
- Maintain accurate employee files (electronic and physical).
- Update required internal and external systems.
- Communicate employee changes to payroll, accounting, and leadership.
- Assist employees with benefits enrollment, eligibility questions, and open enrollment coordination.
- Administer disability, workers' compensation, and unemployment documentation under guidance.
- Maintain I-9 compliance and audit files.
- Coordinate DOT, CDL, drug testing, certifications, licenses, and renewals.
- Maintain insurance certificates and subcontractor compliance documentation.
- Manage prequalification submissions and ongoing compliance tracking.
- Maintain company vehicle records, registrations, inspections, and insurance.
- Track licenses, renewals, and required postings.
- Coordinate accident documentation and reporting.
- Track apprenticeship programs and required training.
- Coordinate testing, certifications, renewals, and documentation.
- Maintain training and certification records.
- Upload receipts and manage purchasing documentation.
- Coordinate corporate card requests and cancellations.
- Support corporate reporting requests.
- Maintain data accuracy across systems including NetSuite, Vista, ADP, and ExakTime.
- Help with Time & Attendance reporting
- High school diploma required; Associate's degree or coursework in Accounting, Business, Finance, or HR preferred.
- 3–7 years of experience in accounting operations, HR administration, operations coordination, or office management.
- Strong attention to detail and follow-through.
- Comfortable working from checklists, deadlines, and established procedures.
- Working knowledge of accounting and HR systems and spreadsheets.
- Strong organizational skills and professional communication abilities.
- Ability to manage confidential employee and financial information appropriately.
- Ability to flex across functions and shift priorities as business needs change.
- Thrives in structured, task-driven environments.
We're committed to attracting talented individuals who seek a company with a strong foundation of success and an outstanding culture. We proactively provide competitive compensation, comprehensive benefits, and clear pathways for career advancement with autonomy and flexibility in an entrepreneurial environment.
Learn more about us at www.kelso-industries.com