Construction Field Office Admin

Hoar•Tyler, TX

11d

About The Position

The Field Office Administrator is the central hub for administrative, financial, and compliance operations at construction project sites. The role supports multiple active projects and works closely with project managers, superintendents, subcontractors, vendors, and corporate departments to keep operations running smoothly and ensure accurate records and timely deliverables. It requires managing competing priorities in a fast-paced environment, with attention to accuracy, compliance, and clear communication. The position handles billing, invoices, pay applications, purchase orders, expense reports, and certified payroll, while maintaining payroll records and ensuring billing packages include required lien waivers and insurance documentation. It also maintains and submits compliance and project records, coordinates documentation with trade partners, and supports employee and partner onboarding. Additional duties include receptionist and office-trailer support, travel and meeting arrangements, and identifying process improvements through technology and streamlined recordkeeping. Work is performed mainly in indoor and outdoor settings, with exposure to varied weather and temperatures and travel between sites. The role involves slight travel (10%–15%).

Requirements

High school diploma, GED, or equivalent.
1–2 years of experience providing administrative support, preferably in the Architecture/Engineering/Construction industry.
Experience in administrative support, preferably in construction or a similar project-based industry.
Strong organizational skills and the ability to manage competing priorities in a fast-paced environment.
Strong computer skills, including Excel, Word, and the MS Office Suite.
Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation.
Valid driver’s license.
Excellent communication and interpersonal skills.

Nice To Haves

Familiarity with Textura, Procore, and Vista.
Textura experience is helpful.

Responsibilities

Verify billing data and correct 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 applicable requirements.
Maintain payroll records, including attendance, PTO, and overtime tracking.
Process joint check agreements, sub-tier billings, and stored materials billings.
Ensure billing packages include required lien waivers and insurance documentation.
Prepare, review, and submit certified payroll reports and supporting documentation.
Maintain, archive, and file jobsite documents, including contracts, job submittals, equipment logs, PTSA’s, and trade partner daily reports.
Compile project closeout documentation.
Track and manage insurance certificates, lien waivers, and other compliance documents.
Maintain familiarity with Texas lien laws and insurance requirements to support legal and contractual compliance.
Serve as a liaison among field teams, corporate departments, subcontractors, and vendors.
Coordinate the 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 by billing and compliance deadlines.
Support onboarding and credentialing for new employees, subcontractors, and vendor partners.
Assist project teams with special administrative needs.
Greet visitors, answer phones, and handle incoming mail and deliveries.
Arrange travel for jobsite visitors and new or transferring employees as needed.
Maintain office-trailer appearance and cleanliness, manage office supplies, and reorder supplies as needed.
Coordinate catering and pick up meals for onsite meetings.
Identify administrative bottlenecks and recommend process improvements.
Use technology and project management tools to streamline reporting and recordkeeping.