Administrative Assistant/ Accounts Payable
Xammax•Sugar Land, TX
•Onsite
About The Position
General Administrator – Construction (Accounts Payable) We're a growing construction company looking for a dependable, organized General Administrator to keep the office running and our payables on track. This is a hands-on role for someone who knows how construction works: subcontractors, vendors, job costing, and the pace of active projects. You'll be the go-to person for office operations and a key part of keeping our books accurate and our vendors paid on time.
Requirements
- 3+ years of administrative or accounts payable experience in construction or a related trade
- Working knowledge of Jonas Construction Software (strongly preferred)
- QuickBooks experience is a plus
- Understanding of job costing, lien waivers, retainage, and subcontractor compliance
- Strong attention to detail and the ability to manage deadlines across multiple jobs
- Proficient in Microsoft Office, especially Excel and Outlook
- Clear communicator who can work with vendors, subs, project managers, and field crews
- Self-starter who can own the office without constant direction
Nice To Haves
- Relevant construction office experience outweighs formal education. If you've kept a construction office organized and the payables clean, we want to hear from you.
Responsibilities
- Manage the full accounts payable cycle: receive, code, and enter vendor and subcontractor invoices by job and cost code
- Match invoices to purchase orders, subcontracts, and delivery tickets; get field and PM approvals before payment
- Prepare weekly check runs and payment batches for approval
- Track and collect lien waivers (conditional and unconditional) with each payment
- Keep vendor files current, including W-9s, certificates of insurance, and subcontract agreements
- Reconcile vendor statements and resolve discrepancies
- Support job cost reporting and month-end close
- Handle general office administration: phones, correspondence, filing, office supplies, and scheduling
- Assist with project documentation, permits, and coordination between the office and the field
- Help with 1099 prep at year-end
Benefits
- Stable, growing company with steady project work
- Small team where your work is visible and valued
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
