Administrative Assistant/ Accounts Payable

Xammax; Sugar Land (TX); On-site; USD 45,000 - 70,000; Full time

Job summary

Xammax in Houston is seeking an Administrative Assistant to manage accounts payable and office operations. You will handle vendor invoices by job and cost code, coordinate approvals, and help keep our project accounting accurate.

The role requires 3+ years in construction AP or admin, proficiency with Jonas Construction Software and QuickBooks, and strong attention to detail to keep vendors paid on time and job costs on track.

Qualifications

• 3+ years in administration or accounts payable in construction
• Experience with Jonas Construction Software preferred
• Proficient in QuickBooks and MS Excel
• Understanding of job costing, lien waivers, and retainage
• Accurate with deadlines and multi-job coordination
• Strong communication with vendors and PMs

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; obtain field and PM approvals before payment
• Prepare weekly check runs and payment batches for approval
• Track and collect lien waivers with each payment
• Maintain vendor files 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, supplies, scheduling
• Assist with project documentation, permits, and coordination between office and field
• Help with 1099 prep at year-end

Skills

AP experience in construction

Jonas Construction Software

QuickBooks

Job costing knowledge

Vendor coordination

MS Excel

Communication skills

Tools

MS Office Suite

Billing software experience

Job description

Administrative Assistant/ Accounts Payable

General Administrator – Construction (Accounts Payable)

Location: Houston, TX (On-site)

Type: Full-Time

Compensation: [Range] DOE

About the Role

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.

What You'll Do

• 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
  

Requirements

What We're Looking For

• 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
  

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.

Why Join Us

• Stable, growing company with steady project work
  
• Small team where your work is visible and valued