Construction Administrative Assistant - Dallas, Texas

Job Description

Job Description

Together We Build – Partnership, Innovation, Excellence, and Safety

At Kelso Industries, 3,500+ employees across 30 companies work together to deliver exceptional HVAC, mechanical, plumbing, refrigeration, and electrical solutions nationwide. Join us to grow your career, make an impact, and be part of a team where innovation, excellence, and safety come first.

Recruiter Notice: We respectfully ask external recruiters and staffing agencies not to submit candidates. We only accept direct applications.

About You
Are you a meticulous, self-motivated, and highly organized accountant? Do you have strong analytical and problem-solving skills? If this sounds like you, then you should mull over a career with Mullins Mechanical.

We are looking for an Accounting Associate to join our growing team in Carrollton, GA. The Accounting Associate contributes to the success of projects and smooth financial operations. This role ensures the accurate and timely processing of customer and vendor transactions while collaborating with internal and external stakeholders to maintain compliance, financial accuracy, and efficiency.

Our Commitment
Our commitment to excellence in safety, quality, customer service, and professionalism has earned us a top-notch reputation in the industry. Built on client relationships, our project teams are committed to providing services with integrity that will uphold our prestige within the industry. We realize that our greatest asset is our people. We offer competitive compensation and benefits packages that include medical, dental, vision, life, disability, paid holidays, paid vacation, and 401K.

Responsibilities

• Assign project numbers and set up projects and customers in the accounting software.
• Pre-qualify new customers and manage state contractor/trade license renewals.
• Review, record, and code electronic deposits daily.
• Collaborate with the Project Management team to complete both progress and time-and-material (T/M) billings, including final retainage billings.
• Request and collect lien releases and waivers (e.g., unconditional, final).
• Upload project budgets and create schedules of value (SOVs) in the accounting software.
• Review the AR ledger to ensure all payments are accounted for and properly posted.
• Investigate delinquent accounts and contact customers to collect overdue payments.
• Assist with project-specific business licenses, permits, and Certificates of Insurance (COIs) when requested.
• Set up vendors in the accounting software and collect all required compliance documentation.
• Receive and process vendor invoices, purchase orders, and subcontractor pay applications, ensuring accuracy and resolving discrepancies.
• Enter transactions into the accounting software and route them to the appropriate Project Manager or Controller for coding and approval.
• Allocate costs against purchase orders and ensure retainage is withheld on subcontractor payments where applicable.
• Prepare check payments bi-weekly and manage the lien waiver process, including creating and sending waivers and releasing checks upon receipt of signed waivers.
• Record credit card transactions and corporate service-provider payments in the accounting software.
• Assist with the preparation and distribution of 1099 forms and year-end reporting.

Qualifications

• 3-5 years of experience in accounting; construction accounting experience is preferred.
• Proficiency in MS Office Suite, including Word, Excel, and PowerPoint.
• Familiarity with accounting software; experience with NetSuite, ComputerEase or LevelSet is preferred.
• Excellent written and verbal communication skills.
• Strong customer service orientation and ability to collaborate effectively with internal and external stakeholders.
• Ability to thrive in a fast-paced environment and manage time effectively.

Why Join Kelso Industries?

Join us and be part of a team dedicated to creating efficient, sustainable, and high-performance environments that make a lasting impact across the industrial, commercial, and institutional sectors.

Here you will experience:

Growth Opportunities: Develop new skills, take on exciting challenges, and advance your career in meaningful ways.

Company Culture: You'll thrive in an environment that supports your growth, values your contributions, and makes work fulfilling and enjoyable.

Impact: Your work directly contributes to meaningful outcomes, allowing you to see the difference you make and feel a sense of purpose every day.

Competitive Compensation & Benefits: You'll be rewarded fairly for your contributions while enjoying perks that enhance your financial security, health, and overall well-being.

Kelso Industries celebrates diversity and is committed to creating an inclusive environment for all employees. We do not discriminate in any aspect of employment based on race, color, religion, national origin, ancestry, gender, sexual orientation, gender identity and/or expression, age, veteran status, disability, or any other characteristic protected by federal, state, or local employment discrimination laws where Kelso does business