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Wi
Maxion Corp
Tulsa, OK
May 04, 2026
HS
Wilmington Trust
Wilmington, DE
May 04, 2026
Chaminade College Preparatory
Los Angeles, CA
May 04, 2026
FA
Fundamental Administrative Services
Sparks, MD
May 04, 2026
Owensboro Public Schools
Owensboro, KY
May 04, 2026
GE
CS
Cedars-Sinai Medical Center
Los Angeles, CA
May 04, 2026
Job Title: Administrative Assistant<\/b>
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Location:<\/b> Austin, Texas
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Reports To:<\/b> General Manager
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Employment Type:<\/b> Full -Time
<\/div>
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<\/li>Greet visitors and clients and provide general information as needed
<\/li>Manage incoming and outgoing mail, emails, and deliveries
<\/li>Maintain organized filing systems, both electronic and paper
<\/li><\/ul>
<\/li>Help maintain employee files and training records
<\/li>Coordinate background checks, drug screens, and required certifications
<\/li>Support scheduling of interviews and employee meetings
<\/li><\/ul>
<\/li>Support construction permit applications and renewals
<\/li>Maintain logs for insurance certificates, licenses, and compliance documents
<\/li>Coordinate with project managers regarding document needs and deadlines
<\/li><\/ul>
<\/li>Assist with accounts payable/receivable processing
<\/li>Reconcile statements and support payroll documentation as needed
<\/li>Help track job costs and expense reports
<\/li><\/ul>
<\/li>Schedule meetings and maintain calendars
<\/li>Prepare correspondence, reports, and presentations
<\/li>Assist management with special projects and other duties as assigned
<\/li><\/ul>
<\/div><\/span>
<\/div>
<\/li>3+ years of administrative office experience (construction industry a plus)
<\/li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
<\/li>Experience with accounting or ERP software preferred
<\/li>Familiarity with construction permits and contracts helpful
<\/li><\/ul>
<\/div>
<\/li>Excellent verbal and written communication
<\/li>High level of professionalism and confidentiality
<\/li>Ability to prioritize tasks and meet deadlines
<\/li>Detail -oriented with strong problem -solving skills
<\/li>Ability to work independently and as part of a team
<\/li><\/ul>
<\/div>
<\/div><\/span>
<\/div>
<\/li>Health, dental, and vision benefits
<\/li>Paid time off and holidays
<\/li>Opportunities for professional growth
<\/li>Supportive and team -focused work environment
<\/li><\/ul><\/div>
<\/div><\/span>
<\/div>
<\/p>
<\/div>
Position Summary<\/b>
<\/p>
The Administrative Assistant provides comprehensive office
support to ensure efficient daily operations. This role serves as the first
point of contact for phone inquiries, assists the HR department, supports
contract and permit management for construction projects, performs light
accounting tasks, and handles a variety of general administrative duties. The
ideal candidate is organized, professional, detail -oriented, and able to manage
multiple priorities in a fast -paced environment.
<\/p>
<\/div>
Key Responsibilities<\/b>
<\/p>
Front Office & Communication<\/b>
<\/p>
<\/li>Greet visitors and clients and provide general information as needed
<\/li>Manage incoming and outgoing mail, emails, and deliveries
<\/li>Maintain organized filing systems, both electronic and paper
<\/li><\/ul>
Human Resources Support<\/b>
<\/p>
<\/li>Help maintain employee files and training records
<\/li>Coordinate background checks, drug screens, and required certifications
<\/li>Support scheduling of interviews and employee meetings
<\/li><\/ul>
Contract & Permit Administration<\/b>
<\/p>
<\/li>Support construction permit applications and renewals
<\/li>Maintain logs for insurance certificates, licenses, and compliance documents
<\/li>Coordinate with project managers regarding document needs and deadlines
<\/li><\/ul>
Accounting Support<\/b>
<\/p>
<\/li>Assist with accounts payable/receivable processing
<\/li>Reconcile statements and support payroll documentation as needed
<\/li>Help track job costs and expense reports
<\/li><\/ul>
General Office Duties<\/b>
<\/p>
<\/li>Schedule meetings and maintain calendars
<\/li>Prepare correspondence, reports, and presentations
<\/li>Assist management with special projects and other duties as assigned
<\/li><\/ul>
<\/div><\/span>
Requirements<\/h3>
<\/div>
Qualifications<\/b>
<\/p>
<\/li>3+ years of administrative office experience (construction industry a plus)
<\/li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
<\/li>Experience with accounting or ERP software preferred
<\/li>Familiarity with construction permits and contracts helpful
<\/li><\/ul>
<\/div>
Skills & Abilities<\/b>
<\/p>
<\/li>Excellent verbal and written communication
<\/li>High level of professionalism and confidentiality
<\/li>Ability to prioritize tasks and meet deadlines
<\/li>Detail -oriented with strong problem -solving skills
<\/li>Ability to work independently and as part of a team
<\/li><\/ul>
<\/div>
<\/div><\/span>
Benefits<\/h3>
<\/div>
What We Offer<\/b>
<\/p>
<\/li>Health, dental, and vision benefits
<\/li>Paid time off and holidays
<\/li>Opportunities for professional growth
<\/li>Supportive and team -focused work environment
<\/li><\/ul><\/div>
<\/div><\/span>
department
Architecture & Construction
About Facility Innovations Group