Construction Administrative Assistant - Dallas, Texas

About the role

Join us to grow your career, make an impact, and be part of a team where innovation, excellence, and safety come first. Recruiter Notice: We respectfully ask external recruiters and staffing agencies not to submit candidates. We only accept direct applications.

Responsibilities

• Assign project numbers and set up projects and customers in the accounting software.
• Pre-qualify new customers and manage state contractor/trade license renewals.
• Review, record, and code electronic deposits daily.
• Collaborate with the Project Management team to complete both progress and time-and-material (T/M) billings, including final retainage billings.
• Request and collect lien releases and waivers (e.g., unconditional, final).
• Upload project budgets and create schedules of value (SOVs) in the accounting software.
• Review the AR ledger to ensure all payments are accounted for and properly posted.
• Investigate delinquent accounts and contact customers to collect overdue payments.
• Aid with project-specific business licenses, permits, and Certificates of Insurance (COIs) when requested.
• Set up vendors in the accounting software and collect all required compliance documentation.
• Receive and process vendor invoices, purchase orders, and subcontractor pay applications, ensuring accuracy and resolving discrepancies.
• Enter transactions into the accounting software and route them to the appropriate Project Manager or Controller for coding and approval.
• Allocate costs against purchase orders and ensure retainage is withheld on subcontractor payments where applicable.
• Prepare check payments bi-weekly and manage the lien waiver process, including creating and sending waivers and releasing checks upon receipt of signed waivers.
• Record credit card transactions and corporate service-provider payments in the accounting software.
• Aid with the preparation and distribution of 1099 forms and year-end reporting.

Qualifications

• 3-5 years of experience in accounting; construction accounting experience is preferred.
• Proficiency in MS Office Suite, including Word, Excel, and PowerPoint.
• Familiarity with accounting software; experience with NetSuite, ComputerEase or LevelSet is preferred.
• Excellent written and verbal communication skills.
• Strong customer service orientation and ability to collaborate effectively with internal and external stakeholders.
• Ability to thrive in a fast-paced environment and manage time effectively.

Benefits

We offer competitive compensation and benefits packages that include medical, dental, vision, life, disability, paid holidays, paid vacation, and 401K.