Administrative Assistant

Job Description

Job Description

About the role

We're a fast-growing land development and construction company, and we're building the administrative backbone of the business. This is not a front-desk job. You'll own the day-to-day administration of the office, help get new jobs set up and moving, and keep the accounting clean and current. You'll work directly with ownership, and you'll have real influence over how this company runs.

You do not need construction experience. We'd rather hire an exceptional administrator who brings a fresh perspective than someone who assumes the way it's always been done is the way it has to be. We'll teach you the industry. You bring the judgment, the organization, and the drive.

Office and executive administration

• Run the daily operations of the office — correspondence, scheduling, filing, phones, supplies, and vendor coordination
• Organize and maintain digital records so anyone can find any document in under a minute
• Track deadlines, follow-ups, and open items across multiple projects and make sure nothing falls through

Project startup and coordination

• Open new jobs: set up files, collect and route contracts, insurance certificates, W-9s, permits, and compliance documents
• Keep subcontractor and vendor records complete and current
• Coordinate paperwork between the field, the office, clients, and outside partners

Accounting and financial support

• Accounts payable and receivable, invoicing, and expense coding
• Assist with payroll processing, reconciliations, and month-end close
• Maintain accurate records in our accounting system and flag discrepancies before they become problems

AI and process improvement

• Use AI tools (Claude, ChatGPT, and similar) daily to draft, summarize, organize, and speed up routine work
• Find the tasks that shouldn't be done by hand anymore and build a better way to do them
• Document what you build so the process outlives any one person

Required

• 2+ years in an administrative, office manager, or operations support role
• Hands-on bookkeeping experience: AP/AR, invoicing, reconciliations (QuickBooks or similar)
• Demonstrated, regular use of AI tools in your actual work — and the ability to tell us specifically how you've used them and where you've caught them being wrong
• Strong writing and communication skills; you can draft a professional email or letter without being told how
• Advanced comfort with Excel and cloud document systems
• Proven ability to juggle competing priorities and hard deadlines without dropping details
• Discretion with confidential financial and business information

\nCompany Description

Greater Dallas Development is a site development and construction company serving the Dallas–Fort Worth metroplex. We handle site work for commercial, industrial, and residential projects across Texas.

Company Description

Greater Dallas Development is a site development and construction company serving the Dallas–Fort Worth metroplex. We handle site work for commercial, industrial, and residential projects across Texas.