Administrative Assistant

Administrative Assistant

Location: Austin, Texas Reports To: General Manager Employment Type: Full-Time

Position Summary: The Administrative Assistant provides comprehensive office support to ensure efficient daily operations. This role serves as the first point of contact for phone inquiries, assists the HR department, supports contract and permit management for construction projects, performs light accounting tasks, and handles a variety of general administrative duties. The ideal candidate is organized, professional, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Front Office & Communication: Answer and direct incoming phone calls in a professional and courteous manner. Greet visitors and clients and provide general information as needed. Manage incoming and outgoing mail, emails, and deliveries. Maintain organized filing systems, both electronic and paper.
• Human Resources Support: Assist HR with onboarding paperwork and new hire orientation. Help maintain employee files and training records. Coordinate background checks, drug screens, and required certifications. Support scheduling of interviews and employee meetings.
• Contract & Permit Administration: Assist with preparation, tracking, and organization of contracts and subcontracts. Support construction permit applications and renewals. Maintain logs for insurance certificates, licenses, and compliance documents. Coordinate with project managers regarding document needs and deadlines.
• Accounting Support: Perform light bookkeeping such as data entry of invoices and receipts. Assist with accounts payable/receivable processing. Reconcile statements and support payroll documentation as needed. Help track job costs and expense reports.
• General Office Duties: Order and maintain office supplies. Schedule meetings and maintain calendars. Prepare correspondence, reports, and presentations. Assist management with special projects and other duties as assigned.

Requirements:

Qualifications: High school diploma required; associate degree preferred. 3+ years of administrative office experience (construction industry a plus). Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with accounting or ERP software preferred. Familiarity with construction permits and contracts helpful.

Skills & Abilities: Strong organizational and time-management skills. Excellent verbal and written communication. High level of professionalism and confidentiality. Ability to prioritize tasks and meet deadlines. Detail-oriented with strong problem-solving skills. Ability to work independently and as part of a team.

Benefits: Competitive compensation. Health, dental, and vision benefits. Paid time off and holidays. Opportunities for professional growth. Supportive and team-focused work environment.