Construction Administrative Assistant | Billing & Onboarding

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 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.