Administrative Assistant -Austin Industrial - Austin Maintenance & Construction, Inc.

Austin Industrial delivers premier maintenance, construction, and soft craft services to leading industrial companies across the U.S. An industry leader for more than 60 years, we offer single-source solutions to our customers in the oil, gas, chemical, food, agriculture, power, and manufacturing industries. Our team of 4,000 employee-owners, equipped with innovative technology and optimized procedures, helps owners optimize safety, productivity, profit margins, and cost-efficiency.

Field Office Manager

The Field Office Manager is responsible for accounting and administrative support functions for the assigned project (job) site(s).

Supervisory Responsibilities:

N/A

Functional Areas of Responsibility:

• Process and enter vendor/subcontractor invoices
• Enter timesheets
• Prepare owner billings
• Job costing and change orders
• Provide administrative support

Specific Duties and Responsibilities:

• Manages Accounts Payable and Receivable functions at jobsite(s)
• Receives, reviews and processes vendor invoices
• Takes delivery of goods and/or materials and ensures accurate reporting in accounting system
• Works with Operations to resolving any outstanding AP or AR issues.
• Completes required onboarding paperwork for employee-owners and maintains accurate HR forms/records.
• Coordinates weekly payroll function.
• Ensures jobsite timesheets are entered accurately and timely.
• Reconciles payroll to ensure accurate billings to customers.
• Reviews subcontracts, POs and associated change orders for accuracy and compliance with Austin policy. Posts them in the system and sends out for execution
• Reviews and processes pay requests from subcontractors in the accounting system to ensure compliance with Austin policy and contract terms.
• Keeps track of Lien Waivers, Supplier’s Release, Notice of Intent to Lien, Mechanic’s Lien, Release of Lien; manages the process according to Austin policy and prime contract requirements.
• Prepares owner pay application weekly/monthly according to prime contract terms and Austin policy.
• Submits for owner approval along with all required documents, and posts the billing (AR) in the accounting system.
• Reviews prime contract (owner) change orders for accuracy and policy compliance.
• Posts approved owner change orders in the system timely.
• Prepares and enters necessary cost accrual or deferral journal entries in the accounting system.
• Makes sure budgeted and installed quantities of work items are input in the system, uninstalled materials are properly accounted for, and other job cost related data is accurate and ready for month-end closing based on Austin policy
• Coordinates periodic audit requests with various stakeholders.
• Prepares a variety of financial and regulatory reports timely and accurately
• Performs other administrative or clerical duties at the field office
• Completes various ad hoc requests.
• Maintains ongoing contact with various jobsites, regional offices, and departments to ensure achievement of organizational strategic goals.
• Ensures effective team coverage by cross training on various roles/responsibilities

Qualifications Required for this Position:

Education: High School Diploma

Associate degree in accounting, finance, business or related field, is preferred

Experience: 3+ years’ experience in field accounting, finance, business or related field. Industry experience a plus.

Behavioral Competencies

The Behavioral Competencies below are the most important behaviors for success in this position:

• Integrity
• Building Trust and Partnerships
• Customer Focus (External or Internal)
• Managing Work
• Results Oriented

Must pass drug screening and background check, as a condition of employment.

Applicants must be legally authorized to work for ANY employer in the United States.  Austin is unable to sponsor or take over sponsorship of an employment visa for this position.

We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee-Owned Company (ESOP)! To learn more about Austin, please go to https://www.austin-ind.com/our-company/who-we-are.  

Austin Industrial is an Equal Opportunity Employer.

• See the “Know Your Rights” poster available in English and Spanish.
• See the “Pay Transparency Nondiscrimination Provision” poster available in English and Spanish.

No Third-Party Inquiries Please

• This Company does not accept and will not consider unsolicited resumes, or any other unsolicited candidate information submitted to the Company or any of its employee-owners by staffing agencies, search firms, or third-party recruiters in response to a posted vacancy. The Company will not pay any placement fee(s) without a written agreement to do so (i.e., payment must be required pursuant to the terms of a written agreement). 

Accessibility Note

• If you are a job seeker with a disability and require reasonable accommodation to apply for one of our jobs or have accessibility concerns, please contact the People Services Teamat (877) 831-1217.

Become an Owner

• Unlike other companies that may be privately or publicly held, Austin is 100% owned by our employees. It's a source of pride for everyone, one of our 5,700+ employee-owners, that we have vested interest in the day-to-day success of our company. We share Austin's growth and profitability and are accountable to ourselves for doing everything it takes to serve our customers with excellence and to make Austin the best it can be. After all, We Own It. Learn more at www.austin-ind.com.