Construction Administrative Assistant

CalTex Cashflow • San Antonio, TX

6h • Onsite

About The Position

CalTex Cashflow LLC is hiring an experienced Construction Administrator to take ownership of our construction office's administrative operations. We're looking for someone who knows the construction industry, is highly organized, and can manage the day-to-day administrative responsibilities of a busy construction business without constant supervision. You'll be responsible for keeping our administrative operations organized, accurate, and on schedule while supporting our project coordinators with material purchasing, vendor research, city permit filings, and project documentation. This is not an entry-level position. We need someone with practical construction office experience who can manage responsibilities independently, recognize issues before they become problems, and follow through until the job is done.

Requirements

• Minimum 4 years of administrative experience in the construction industry
• Valid driver's license.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience maintaining construction documents, project records, budgets, purchase orders, and administrative files.
• Strong organizational skills and the ability to manage multiple responsibilities without losing track of details.
• Excellent written and verbal communication skills.
• Ability to prioritize work, meet deadlines, and handle interruptions in a busy office.
• Strong problem-solving skills and good judgment when handling concerns or resolving issues.
• Ability to work independently while supporting project coordinators and management.

Nice To Haves

• Project management experience a plus.
• Experience with QuickBooks or similar accounting software.
• Bilingual in English and Spanish.
• Familiarity with construction budgets, estimates, change orders, and project closeout procedures.

Responsibilities

• Take ownership of daily construction office administration, keeping records, correspondence, and administrative tasks organized and up to date.
• Manage electronic and physical filing systems for contracts, permits, plans, invoices, insurance documents, reports, and other construction records.
• Prepare business correspondence, emails, memos, forms, and weekly administrative reports.
• Handle incoming calls and communicate professionally with customers, subcontractors, vendors, and other business contacts.
• Coordinate office supplies, incoming mail, errands, reception, and general administrative needs.
• Maintain accurate records and ensure administrative tasks are completed on time.
• Support project coordinators with material and equipment purchasing, purchase orders, and order tracking.
• Research construction materials, tools, equipment, pricing, and availability.
• Communicate with suppliers and subcontractors to obtain competitive pricing, confirm orders, and coordinate timely deliveries.
• Assist with city permit applications, submissions, and follow-ups.
• Maintain and distribute construction documents, including drawings, contracts, change orders, O&M manuals, and as-built plans.
• Assist project coordinators with construction estimates, change orders, material clearance, and project closeout documentation.
• Follow up on pending orders, requests, and outstanding documentation.
• Prepare and process heavy hauling and transportation invoices.
• Maintain accurate purchasing, invoicing, and supporting records.
• Enter and update information in spreadsheets, reports, and company systems.
• Identify missing documentation, discrepancies, and administrative issues requiring follow-up.

Benefits

• Hourly Pay: $19–$25, based on experience and qualifications.
• Health Insurance: Company pays 50% after the 90-day probationary period.
• Dental & Vision Insurance: Company pays 100% after the 90-day probationary period.
• Paid Time Off: 13 days within your first year.
• Holidays: 5 company holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed