What are the responsibilities and job description for the Administrative Coordinator position at Hayden Paving, Inc.?
Job Title: Administrative Coordinator
Location: San Antonio, TX
Company: Hayden Paving, Inc.
Position Type: Full-Time, Hourly (Non-Exempt)
Position Summary
Hayden Paving, Inc. is seeking a detail-oriented and dependable Administrative Coordinator to support daily office operations and project execution. This role plays a critical part in ensuring accurate documentation, timely invoice processing, and organized job file management for our construction projects. The ideal candidate thrives in a fast-paced environment, is highly organized, and communicates effectively with field crews, project managers, vendors, and subcontractors.
Key Responsibilities
Ticket & Invoice Processing
- Receive and organize material tickets and subcontractor trucking tickets from field crews
- Accurately log tickets into Microsoft Access and/or Microsoft Excel
- Match tickets against vendor invoices for accuracy and completeness
- Review and assist with approval of vendor invoices
Project & Job File Support
- Assist Project Managers with maintaining and organizing job files (paper and digital)
- Help track and update job-related documentation from subcontractors and vendors
- Ensure required paperwork is received, complete, and properly filed
Equipment Rental Tracking
- Receive rental equipment documentation from the Operations team
- Track rental equipment usage and durations
- Review and assist with approval of equipment rental invoices
Office & Administrative Support
- Manage and maintain organized filing systems (both physical and electronic)
- Assist with general administrative duties as needed
Inventory & Procurement
- Monitor and maintain inventory of field supplies
- Procure necessary items including hand tools, water, PPE, and other field essentials
- Coordinate with field and operations teams to ensure timely availability of supplies
Qualifications
- High school diploma or equivalent required
- 2 years of administrative or office support experience (construction industry experience preferred)
- Proficiency in Microsoft Office (especially Excel); experience with Microsoft Access is a plus
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks and meet deadlines
- Effective communication skills and ability to work with both office and field personnel
- Self-motivated with a strong sense of accountability
- Bilingual (English/Spanish) preferred, but not required
Work Environment
- Office-based position with regular interaction with field personnel and operations staff
- Fast-paced construction environment requiring adaptability and responsiveness
Compensation & Benefits
- Hourly, non-exempt position (overtime eligible)
- Competitive pay based on experience
- Health, dental, and vision insurance
- Paid Time Off (PTO)
- Paid Holidays
- 401(k) with company match
Why Join Hayden Paving, Inc.?
- Established and growing company in the construction industry
- Opportunity to play a key role in project success and company operations