Construction Field Office Admin

Hoar•Allen, TX

About The Position

The Field Office Administrator serves as 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, and corporate departments to support smooth operations, accurate records, and timely deliverables. The position requires managing competing priorities in a fast-paced environment while maintaining accuracy, compliance, and clear communication. Responsibilities include processing billing and payroll, maintaining compliance and project records, coordinating document flow among project stakeholders, and providing general office and site support. The administrator also identifies administrative bottlenecks and recommends process improvements, using technology and project management tools to streamline reporting and recordkeeping. Work is performed mainly in indoor and outdoor settings, with exposure to varied weather and temperatures and travel between sites. The role requires 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 ability to manage competing priorities in a fast-paced environment.
Strong computer skills, including knowledge of Excel, Word, and the Microsoft Office Suite.
Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation.
Valid driver’s license required.
Ability to travel between sites and other locations as needed; slight travel of 10%–15%.

Nice To Haves

Familiarity with Textura, Procore, and Vista.
Viewpoint 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, ensuring requirements are met.
Ensure billing packages include required lien waivers and insurance documentation in compliance with state lien laws and contractual obligations.
Prepare, review, and submit certified payroll reports and ensure documentation meets prevailing wage laws.
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.
Act as the primary liaison between field teams, corporate departments, subcontractors, and vendors for 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 by billing and compliance deadlines.
Support onboarding and credentialing for 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.