Administrative Assistant at Zachry – San Antonio, Texas

Who We Are

Capitol Aggregates, a division of Zachry, stands on a rich tradition of creativity, stability, innovation, and experience in the construction and building materials industry. Fully understanding that Capitol's employees are the heart of our success, we foster a dynamic work environment by providing development opportunities such as training, education, and career advancement.

We believe people are our greatest asset and offer a variety of training and development opportunities to promote excellence and facilitate career advancement. We take care of our team members as family, within a culture of service where we do the right thing because it is the right thing to do.

Our Core Values guide everything we do:

Every Person Matters® | Together We Can Do Great Things® | This Is More Than a Job®

Position Overview

The Administrative Assistant provides essential administrative and clerical support to ensure the efficient operation of the cement plant office. This role supports plant management and staff by coordinating daily office activities, managing documentation, and assisting with financial and operational processes. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced industrial environment.

What You'll Do

• Provide administrative and clerical support to plant management and department personnel.
• Maintain calendars, schedule meetings, and coordinate appointments, including arranging travel when required.
• Prepare, format, and distribute reports, correspondence, and presentations in support of plant operations.
• Receive, sort, and distribute incoming mail and deliveries, ensuring timely handling and response.
• Maintain organized filing systems, both electronic and paper, in accordance with company standards.
• Process, track, and file delivery tickets and bills of lading for plant shipments and receipts.
• Review incoming invoices for accuracy, match with supporting documentation, resolve discrepancies, and submit for approval and payment.
• Assist with purchase order tracking and communicate with vendors as needed regarding documentation or billing issues.
• Process and submit employee expense reports in a timely and accurate manner.
• Support payroll or timekeeping processes by collecting and verifying employee time records, as applicable.
• Coordinate logistics for meetings, training sessions, and plant events, including room setup and materials preparation.
• Maintain office supplies inventory and coordinate ordering to ensure adequate stock levels.
• Greet visitors, contractors, and vendors, ensuring proper check-in procedures and compliance with site safety requirements.
• Answer and direct phone calls and emails to appropriate personnel in a professional manner.
• Assist with onboarding activities, including preparing new hire paperwork and coordinating orientation logistics.
• Maintain confidentiality of sensitive information related to employees, operations, and financial data.
• Support compliance with company policies, safety procedures, and regulatory requirements.
• Contribute to a positive, organized, and efficient office environment.

NOTE: This list presents only the principal duties of the position and is not intended to be comprehensive. Other duties and responsibilities may be assigned as dictated by business needs and conditions. As an essential function of the job, good attendance is required.

What You'll Bring

Required Skills and Abilities

• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Attention to detail and accuracy in data entry, document management, and financial processing.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to prepare reports, correspondence, and other business documents.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective interpersonal skills with the ability to interact professionally with employees, vendors, and visitors.
• Ability to work independently and as part of a team in a fast-paced environment.
• Basic understanding of accounting processes such as invoice processing, expense reporting, and recordkeeping.

Education & Experience

• •Minimum of 2 years of administrative or office support experience required.
• Experience in an industrial, construction, or manufacturing environment preferred.
• Experience with invoice processing, purchase orders, or basic accounting functions preferred.

Other Qualifications

• Ability to work in a plant office environment with regular interaction with operations personnel.
• Willingness to support plant schedules and occasional overtime as needed.
• Commitment to following all company safety policies and procedures, including site-specific requirements.
• Dependable with strong attendance and work ethic.
• Ability to adapt to changing priorities and support multiple departments.
• Professional demeanor with a customer service mindset.

Notice to Staffing Agencies

Capitol Aggregates Inc. (Capitol) will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Capitol, including unsolicited resumes sent to a Capitol mailing address or email address, directly to Capitol employees, or to Capitol's resume database will be considered Capitol property. Capitol will not pay a fee for any placement resulting from the receipt of an unsolicited resume. Capitol will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Capitol's recruiting function to submit resumes, and then only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. Capitol will not pay a fee to any Agency that does not have such an agreement in place. Agency agreements will only be valid if in writing and signed by Capitol's Human Resources Representative or their designee. No other Capitol employee is authorized to bind Capitol to any agreement regarding the placement of candidates by an Agency.