Administrative Assistant

Job DescriptionJob Title: Administrative AssistantLocation: Austin, TexasReports To: General ManagerEmployment Type: Full-TimePosition SummaryThe 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 ResponsibilitiesFront Office & CommunicationAnswer and direct incoming phone calls in a professional and courteous mannerGreet visitors and clients and provide general information as neededManage incoming and outgoing mail, emails, and deliveriesMaintain organized filing systems, both electronic and paper Human Resources SupportAssist HR with onboarding paperwork and new hire orientationHelp maintain employee files and training recordsCoordinate background checks, drug screens, and required certificationsSupport scheduling of interviews and employee meetings Contract & Permit AdministrationAssist with preparation, tracking, and organization of contracts and subcontractsSupport construction permit applications and renewalsMaintain logs for insurance certificates, licenses, and compliance documentsCoordinate with project managers regarding document needs and deadlines Accounting SupportPerform light bookkeeping such as data entry of invoices and receiptsAssist with accounts payable/receivable processingReconcile statements and support payroll documentation as neededHelp track job costs and expense reports General Office DutiesOrder and maintain office suppliesSchedule meetings and maintain calendarsPrepare correspondence, reports, and presentationsAssist management with special projects and other duties as assigned RequirementsQualificationsHigh school diploma required; associate degree preferred3+ years of administrative office experience (construction industry a plus)Proficiency in Microsoft Office Suite (Word, Excel, Outlook)Experience with accounting or ERP software preferredFamiliarity with construction permits and contracts helpful Skills & AbilitiesStrong organizational and time-management skillsExcellent verbal and written communicationHigh level of professionalism and confidentialityAbility to prioritize tasks and meet deadlinesDetail-oriented with strong problem-solving skillsAbility to work independently and as part of a team BenefitsWhat We OfferCompetitive compensationHealth, dental, and vision benefitsPaid time off and holidaysOpportunities for professional growthSupportive and team-focused work environment