Office administrator/administrative assistant

Job Description

Job Description

Construction Office Administrator / Business Coordinator

**Steve Austin Homes**

**Job Type:** Full-Time

**Pay:** $18.00–$25.00 per hour, based on experience

**Location:** On-site, single-office environment

**Reports To:** Owner / Builder

Company Overview

Steve Austin Homes is a new home construction company seeking an experienced, self-motivated Construction Office Administrator to manage the full scope of office operations. This is a small-office role with minimal daily coworker interaction, requiring someone who works well independently, takes ownership of tasks, and can juggle multiple responsibilities with strong attention to detail.

Position Summary

The Construction Office Administrator is responsible for all administrative and financial office functions supporting our new home construction business — including permit processing, construction draw management, payroll, bookkeeping, and coordination between the office, job sites, vendors, and subcontractors. This role is critical to keeping projects moving on schedule and finances organized and accurate.

Key Responsibilities

**Permitting & Municipal Coordination**

- Prepare, submit, and track building permit applications with city/county offices for new home construction

- Follow up on permit status, respond to city requests for additional documentation, and ensure timely approvals

- Maintain organized records of permits, inspections, and municipal correspondence for each project

**Construction Draw Processing**

- Prepare and submit construction draw requests to lenders/banks per project schedules

- Track draw schedules against project progress and ensure documentation (invoices, lien waivers, inspection reports) is complete and accurate

- Coordinate with lenders, title companies, and inspectors as needed to process draws without delay

**Payroll & Financial Processing**

- Enter payroll data (hours, pay rates, deductions) for submission to our outsourced payroll provider

- Cut checks for vendors and subcontractors as needed

- Ensure accurate and timely entry of payroll information each pay period

**QuickBooks & Bookkeeping**

- Manage day-to-day bookkeeping in QuickBooks, including accounts payable/receivable

- Perform regular bank and account reconciliations

- Maintain accurate job costing records for each construction project

- Generate financial reports as needed for the owner or accountant

**Job Order & Project Coordination**

- Create, issue, and track job orders/work orders for subcontractors and vendors across active construction projects

- Coordinate scheduling between trades, suppliers, and the job site to keep projects on track

- Serve as a communication point between the office, field, vendors, and clients

- Maintain organized project files (contracts, change orders, permits, draw documentation, correspondence)

**Executive/Personal Assistant Support**

- Provide administrative support directly to the owner, including scheduling, correspondence, and errands as needed

- Manage owner's calendar and appointments, coordinating around job site and business needs

- Handle miscellaneous personal administrative tasks as requested

Qualifications

Required — no exceptions:** True, hands-on bookkeeping experience in **QuickBooks**, including bank/account reconciliation, accounts payable/receivable, and job costing. Candidates without real bookkeeping experience in QuickBooks (data entry only does not qualify) will not be considered.

- Proven experience in an office administration role within residential/new home construction (required)

- Experience preparing and submitting building permit applications with municipal offices

- Experience processing construction draws with lenders

- Experience entering payroll data accurately (payroll is processed by an outsourced provider)

- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously

- Self-starter who works well independently in a small-office setting with minimal supervision

- Strong written and verbal communication skills for coordinating with city offices, lenders, subcontractors, and vendors

- Proficiency with Microsoft Office/Google Workspace

Preferred Qualifications

- Familiarity with local city/county permitting portals and processes

- Prior experience working directly for a homebuilder or general contractor

- Knowledge of construction job costing and lien waiver processes

Work Environment

- Single-office setting with limited day-to-day coworker interaction

- Requires independent judgment and the ability to prioritize competing tasks

- Occasional coordination visits to job sites or city offices may be required

*Steve Austin Homes is an equal opportunity employer.*

\nCompany Description

At Steve Austin Homes, we build new homes the right way — with attention to detail, honest communication, and a lot of hands-on care. As a small business, we keep our team tight-knit, so the people who work here truly make an impact on every project and every client.