The Role
Manage the full construction accounts payable cycle, including invoice coding, purchase order and subcontract matching, approvals, payment batches, lien waivers, vendor files, statement reconciliation, and job cost support. Handle general office administration, project documentation, permits, scheduling, and 1099 preparation. Coordinate with vendors, subcontractors, project managers, and field crews while maintaining accurate records and meeting deadlines across multiple active jobs.
Summary Generated by Built In
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.
Benefits
Why Join Us
- Stable, growing company with steady project work
- Small team where your work is visible and valued
Skills Required
- 3+ years of administrative or accounts payable experience in construction or a related trade
- Working knowledge of Jonas Construction Software
- QuickBooks experience
- Understanding of job costing, lien waivers, retainage, and subcontractor compliance
- Strong attention to detail and ability to manage deadlines across multiple jobs
- Proficiency in Microsoft Office, especially Excel and Outlook
- Clear communication skills with vendors, subcontractors, project managers, and field crews
- Ability to work independently and manage office responsibilities without constant direction
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The Company
What We Do
XAMMAX, LLC is a professional business consulting and services firm headquartered in Spring, Texas. The company provides strategic consulting and professional services to a diverse clientele across various sectors, including oil and gas, energy and water utilities, manufacturing, automotive dealerships, and retail. XAMMAX focuses on delivering specialized expertise to help businesses in these industries optimize their operations and growth.
