Administrative Assistant

Penhall Company and Penhall Technologies; Austin (TX); On-site; USD 40,000 - 54,000; Full time

Job summary

Penhall Company in Austin, TX is hiring an Administrative Assistant to join our local team. You will provide day-to-day administrative support with a strong emphasis on billing and related documentation, helping keep the branch running smoothly.

The ideal candidate will handle numbers and deadlines, manage multiple priorities, and work both independently and as part of a collaborative team to ensure accurate records, timely COIs, payroll tasks, and efficient office operations.

Qualifications

• Previous administrative or office experience.
• Billing experience is strongly preferred.
• Understanding of the COI request process.
• Experience with certified payroll is a plus.
• Strong attention to detail and accuracy.
• Good organizational and time-management skills.
• Comfortable working independently while also being part of a team.
• Strong communication and follow-up skills.
• Proficiency with Microsoft Office and general computer applications.
• Construction or specialty contractor experience is a plus.

Responsibilities

• Provide day-to-day administrative support to the Austin branch.
• Assist with billing and invoice-related activities.
• Prepare, organize, and maintain office and project documentation.
• Assist with Certificates of Insurance (COIs) and understand the process for requesting and obtaining them.
• Enter and maintain information accurately in company systems.
• Assist with payroll-related administrative tasks and documentation.
• Support certified payroll entries when needed.
• Communicate with internal teams, customers, vendors, and other contacts.
• Maintain accurate records and ensure paperwork is completed in a timely manner.
• Help with general office coordination and other administrative duties as needed.

Skills

Billing experience

Attention to detail

Organizational skills

Communication skills

Tools

Microsoft Office

Job description

Penhall Company is hiring an Administrative Assistant to join our Austin, TX team!

We are looking for a dependable, organized, and detail-oriented Administrative Assistant who can help keep the branch running smoothly. This position will support day-to-day administrative and office functions, with a strong focus on billing and related documentation.

The ideal candidate is someone who is comfortable working with numbers, paperwork, deadlines, and multiple priorities, and who can jump in and help wherever needed.

What You'll Do:

• Provide day-to-day administrative support to the Austin branch
• Assist with billing and invoice-related activities
• Prepare, organize, and maintain office and project documentation
• Assist with Certificates of Insurance (COIs) and understand the process for requesting and obtaining them
• Enter and maintain information accurately in company systems
• Assist with payroll-related administrative tasks and documentation
• Support certified payroll entries when needed
• Communicate with internal teams, customers, vendors, and other contacts
• Maintain accurate records and ensure paperwork is completed in a timely manner
• Help with general office coordination and other administrative duties as needed

What We're Looking For:

• Previous administrative or office experience
• Billing experience is strongly preferred
• Understanding of the COI request process
• Experience with certified payroll is a plus
• Strong attention to detail and accuracy
• Good organizational and time-management skills
• Comfortable working independently while also being part of a team
• Strong communication and follow-up skills
• Proficiency with Microsoft Office and general computer applications
• Construction or specialty contractor experience is a plus

Why Penhall?

Penhall Company has been serving the construction industry since 1957 and provides concrete cutting, coring, demolition, scanning, utility locating, and related services across North America.

At Penhall, safety, quality, teamwork, and getting the job done right are at the center of what we do.