Administrative Assistant/ AP

Xammax; Sugar Land (TX); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Stable work environment

Small team

Job summary

Xammax is seeking a General Administrator to manage the accounts payable cycle for a busy construction office in Houston. You will code, enter, and match invoices to POs and subcontracts, coordinate field approvals, and drive timely payments to vendors and subcontractors.

This hands-on role requires organization, attention to detail, and the ability to balance multiple projects while maintaining accurate job costing and strong vendor relationships.

Qualifications

• 3+ years of administrative or accounts payable experience in construction or related trades.
• Working knowledge of Jonas Construction Software is strongly preferred.
• QuickBooks experience is a plus and helpful for vendor payments.
• Understanding of job costing, lien waivers, retainage, and subcontractor compliance.
• Excellent attention to detail and ability to manage deadlines across multiple jobs.

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/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, COIs, 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.
• Assist with 1099 prep at year-end.

Skills

Attention to detail

Deadline management

Vendor communication

Self-starter

Tools

Jonas Construction Software

QuickBooks

Excel

Job description

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