Administrative Assistant in Austin, Texas at Penhall Company

The Administrative Assistant plays a key role in supporting the branch’s daily operations by providing professional and efficient administrative support. This position interacts with internal teams and external stakeholders to ensure timely and accurate execution of business processes, contributing to the overall success of the branch. This is a full-time position, with competitive pay and comprehensive benefits. This is an onsite position; remote work is not offered for this role.

Duties and Responsibilities

• Process billing and assist with collections to ensure timely and accurate invoicing and cash flow.
• Compile employee time, production data, and payroll records, including certified payroll, in compliance with company and regulatory requirements.
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
• Serve as the first point of contact by answering incoming calls, handling routine inquiries, and directing more complex matters to the appropriate personnel.
• Prepare reports, spreadsheets, and documentation for internal use, including analysis and data comparisons as needed.
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
• Coordinate mail services, shipping/receiving of packages, and manage office supply deliveries and inventory.
• Arrange travel, hotel accommodations, and per diem logistics for field staff in accordance with project requirements.
• Collaborate with internal stakeholders across the company, including field staff, operations, sales, and administrative teams in other branches and at corporate headquarters.
• Assist with additional administrative tasks and projects as assigned by the supervisor, contributing to smooth and effective branch operations.
• Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Essential Core Competencies

• Dependability: Demonstrates reliability and consistency in task completion and meeting deadlines.
• Service Orientation: Maintains a positive, helpful attitude while supporting both internal teams and external customers.
• Process Management: Follows established procedures with accuracy while seeking continuous improvement.
• Adaptability: Adjusts to changing priorities and handles interruptions with professionalism and composure.
• Professionalism: Communicates with tact and discretion, especially when handling sensitive or confidential matters.
• Team Collaboration: Works effectively across departments to support company goals and branch operations.

Need to Have and Nice to Have:

• High school diploma, GED and/or equivalent industry experience required.
• 2-3+ years of administrative/clerical experience required.
• Experience in a construction or related service environment highly desired.
• Familiarity with construction industry terminology, procedures and administrative practices is a plus.
• Knowledge of union payroll, prevailing wage and certified payroll highly desired.
• Working knowledge of billing, accounts payable (A/P), and collections/accounts receivable (A/R).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
• Viewpoint Vista knowledge desired.
• Familiar with LCP Tracker, eMars welcomed.
• Strong customer service and interpersonal skills.
• Proficient verbal and written communication skills.
• Ability to maintain confidentiality at all times.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Display a professional and courteous attitude to co workers, supervisors and the general public at all times.
• Versatility, flexibility, and a willingness to work within constantly changing priorities and sometimes conflicting deadlines.
• Reliable and punctual attendance.
• Selected candidates for all positions must submit to and successfully pass post offer pre-employment drug/alcohol screen, background check and motor vehicle records check.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Occasional walking or standing.

Employer Disclosure Statement

The above statements and job description is not intended to describe the nature and level of work being performed within this job. They are not intended to be an exhaustive list of all responsibilities, duties and tasks. Other similar or additional duties are performed as signed.

We E-Verify. We will provide the Federal Government with information from your Form I-9 to verify you are eligible to work in the United States.