Construction Field Office Admin
About the position The Field Office Administrator is the central hub for all administrative, financial, and compliance operations at our construction project sites. This role supports multiple active projects and works closely with project managers, superintendents, subcontractors, and corporate departments to ensure smooth operations, accurate records, and timely deliverables. We’re looking for someone who thrives in a fast-paced environment, someone that can keep multiple priorities moving at once, and understands the importance of accuracy, compliance, and clear communication in construction operations.
Responsibilities
- Verify accuracy of billing data and revise any errors.
- Manage and process invoices, pay applications, and purchase orders with supporting documentation.
- Prepare and submit expense reports for project leadership.
- Administer certified payroll for field staff in compliance with federal, state, and project-specific requirements.
- Maintain detailed payroll records, including attendance, PTO, and overtime tracking.
- Process joint check agreements, sub-tier billings, and stored materials billings, ensuring all requirements are met.
- Ensure all billing packages include proper lien waivers and insurance documentation in compliance with all States lien laws and contractual obligations.
- Prepare, review, and submit certified payroll reports, ensuring all documentation meets applicable prevailing wage laws.
- Maintain, archive, and file all jobsite documents including contracts, job submittmits, equipment logs, PTSA’s, and trade partner daily reports.
- Compile complete and accurate project closeout documentation.
- Track and manage insurance certificates, lien waivers, and other compliance documents.
- Ensure familiarity with Texas lien laws and insurance requirements to maintain legal and contractual compliance.
- Serve as the primary liaison between the field team, corporate departments, subcontractors, and vendors to ensure smooth communication and document flow.
- Coordinate submission and collection of project documentation, including pay applications, compliance packages, lien waivers, and insurance certificates.
- Follow up with trade partners to obtain missing or corrected documents to meet billing and compliance deadlines.
- Support onboarding and credentialing for new employees, subcontractors, and vendor partners.
- Assist project teams with special administrative needs as they arise.
- Perform general receptionist duties, including greeting visitors, answering phones, and handling incoming mail and deliveries.
- Arrange travel for jobsite visitors and new or transferring employees as needed.
- Maintain appearance and cleanliness of office trailers; manage office supplies and reorder as needed.
- Coordinate catering and pick up meals for onsite meetings.
- Identify administrative bottlenecks and recommend process improvements.
- Leverage technology and project management tools to streamline reporting and recordkeeping.
Requirements
- High School Diploma, GED or equivalent
- 1-2 years of experience providing administrative support preferably in the Architecture/Engineering/Construction industry
- Strong computer skills including knowledge of Excel, Word, MS Office Suite, Viewpoint, and Textura experience is helpful.
- Valid Drivers' License required
- Experience in administrative support, preferably in construction or a similar project-based industry.
- Strong organizational skills with the ability to manage competing priorities in a fast-paced environment.
- Proficiency in Microsoft Office Suite; familiarity with Textura, Procore, and Vista preferred.
- Excellent communication and interpersonal skills.
- Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation required.
Nice-to-haves
- familiarity with Textura, Procore, and Vista preferred.
- Viewpoint, and Textura experience is helpful.