Construction Field Office Admin - Southlake

Hoar•Dallas, TX

5d•Onsite

About The Position

The Field Office Administrator is the central hub for administrative, financial, and compliance operations at construction project sites. Supporting multiple active projects, the role works closely with project managers, superintendents, subcontractors, vendors, and corporate departments to keep operations running smoothly and ensure accurate records and timely deliverables. The position requires managing competing priorities in a fast-paced environment, with attention to accuracy, compliance, and clear communication. Responsibilities include managing billing, invoices, pay applications, purchase orders, expense reports, certified payroll, payroll records, joint check agreements, and billing documentation. The administrator maintains project and compliance records, supports project closeout, tracks insurance certificates and lien waivers, and helps ensure compliance with prevailing wage requirements, Texas lien laws, insurance requirements, and contractual obligations. The role serves as a liaison among field teams, corporate departments, subcontractors, and vendors; follows up on missing or corrected documentation; and supports onboarding and credentialing. Other duties include receptionist and office-trailer support, arranging travel, managing supplies, coordinating meals for onsite meetings, and identifying process improvements using technology and project management tools. The position involves slight travel (10%–15%) and work in indoor and outdoor settings, including exposure to varied weather and temperatures.

Requirements

High school diploma, GED, or equivalent.
1–2 years of administrative support experience, preferably in the Architecture/Engineering/Construction industry.
Administrative support experience, preferably in construction or a similar project-based industry.
Strong organizational skills and ability to manage competing priorities in a fast-paced environment.
Proficiency with Microsoft Office Suite, including Excel and Word; strong computer skills.
Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation.
Valid driver’s license.
Ability to travel slightly (10%–15%).

Nice To Haves

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

Responsibilities

Verify billing data for accuracy 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 federal, state, and project-specific 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 lien waivers and insurance documentation in compliance with applicable state lien laws and contract obligations.
Prepare, review, and submit certified payroll reports that meet prevailing wage requirements.
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 the primary liaison between field teams, corporate departments, subcontractors, and vendors.
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 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 and reorder office supplies.
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.