Administrative Assistant

Penhall International; Austin (TX); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life/AD&D/LTD insurance

Paid sick leave

Paid vacation

401(k) retirement plan

Employee Assistance Program

Job summary

Penhall Company is seeking an Administrative Assistant to support branch operations on-site in Austin, TX. The role handles billing, payroll data, onboarding, and front-desk inquiries, ensuring accurate processing, confidentiality, and timely communication across internal teams and external contacts.

The position emphasizes strong MS Office skills, familiarity with Viewpoint Vista and related tools, and coordination of travel and compliance tasks.

Qualifications

• 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.

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.

Skills

Customer service

Communication

Office administration

Time management

Multitasking

Confidentiality

Professionalism

Team collaboration

Education

High school diploma or GED

Tools

Viewpoint Vista

LCP Tracker

eMars

Job description

Penhall Company has been shaping the future of concrete services for over 65 years. As the nation's leader in concrete cutting, coring, scanning, and demolition, and ranked 3rd in Demolition by ENR's 2023 Top Specialty Contractors, we deliver more than just expertise-we deliver results. With safety at the core of our operations and state-of-the-art technology in our hands, we ensure every project is executed with precision, efficiency, and care.

At Penhall Company, everything we do is built on our commitment to do the right thing for our customers, our employees, and our communities. Every single Penhall Company employee moves our company forward. If you are self-motivated and find a job well-done to be the ultimate reward, you'll fit right in!

We offer a comprehensive benefits package which includes medical, dental, vision, and life/AD&D/LTD insurance; paid sick leave, paid vacation, a 401(k)-retirement savings plan with contribution; Employee Assistance Program and a culture that values opportunity for growth, development, and internal promotion.

Position Description

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.

Position Requirements

• 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.

Equal Opportunity Employer

Equal Opportunity Employer Penhall Company is a Drug-Free Workplace and Equal Opportunity Employer. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities. Penhall Company has a longstanding policy of providing a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law. We provide reasonable accommodation to qualified veterans/individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation, or need assistance with completing the application process, please email [e-mail].

AI-Assisted Hiring and Automated Decision Tool Disclosure

The Company may use Artificial Intelligence ("AI"), machine learning technologies, and/or automated decision-making tools to assist in certain aspects of the recruitment and hiring process, including reviewing applications, resumes, assessments, and candidate qualifications. These tools are used to support the evaluation process and are not used as the sole basis for employment decisions. All employment decisions are ultimately made by qualified Company representatives. The Company maintains human oversight of hiring decisions and does not permit automated systems to make final employment determinations independently. The Company is committed to equal employment opportunity and to complying with all applicable federal, state, and local employment, privacy, and anti-discrimination laws. The Company does not intentionally use AI systems in a manner that unlawfully discriminates against applicants or employees based on any protected characteristic under applicable law. Applicants may request reasonable accommodations, alternative evaluation methods, or additional information regarding the Company's use of automated tools by contacting Human Resources. Where required by applicable law, the Company may provide additional notices regarding the use of automated decision-making tools, data practices, retention periods, or bias audit information.