Construction Field Office Admin - Houston Medical Center

Hoar•Houston, TX

About The Position

The Field Office Administrator is the central hub for administrative, financial, and compliance operations at construction project sites. This 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 suits someone who can manage multiple priorities in a fast-paced environment and values accuracy, compliance, and clear communication in construction operations. The role handles billing, invoices, pay applications, purchase orders, expense reports, certified payroll, and project documentation. It also coordinates communication and document flow among field teams, corporate departments, subcontractors, and vendors; supports onboarding and credentialing; and provides receptionist and general office support. The administrator is expected to help improve administrative processes and use technology and project management tools to streamline reporting and recordkeeping. Work is performed mainly in indoor and outdoor settings, with exposure to varying weather and temperature conditions and travel between sites. The position involves slight travel of 10%–15%.

Requirements

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

Nice To Haves

Experience in construction or a similar project-based industry.
Familiarity with Textura, Procore, and Vista.
Textura 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.
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 applicable lien laws and contractual obligations.
Prepare, review, and submit certified payroll reports and ensure documentation meets prevailing wage requirements.
Maintain, archive, and file jobsite documents, including contracts, job submittals, 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.
Maintain compliance with Texas lien laws and insurance requirements.
Serve as the primary liaison among field teams, corporate departments, subcontractors, and vendors to support communication and document flow.
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 the appearance and cleanliness of office trailers and 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.