Construction Field Office Admin

Hoar Construction; Allen (TX); Presencial; USD 48.000 - 64.000; Jornada completa

Descripción de la vacante

Hoar Construction is seeking a Field Office Administrator in Allen, Texas to serve as the central hub for administrative, financial, and compliance operations on active project sites. You will collaborate with project managers, superintendents, subcontractors, and corporate departments to keep records accurate and deliverables timely.

In this fast-paced role you will streamline payroll and invoicing, maintain jobsite files, ensure lien waivers and insurance certificates are in order, and support

Formación

• High School Diploma or equivalent required.
• 1-2 years of administrative support experience preferred in construction or related field.
• Proficiency in Microsoft Office; familiarity with Textura, Procore, and Vista preferred.
• Knowledge of certified payroll, prevailing wage, lien laws, and lien waivers.

Responsabilidades

• Verify billing data and revise errors.
• Process invoices, pay apps, and purchase orders with supporting docs.
• Prepare expense reports for project leadership.
• Administer certified payroll per federal/state requirements.
• Maintain payroll records including PTO and overtime.
• Process joint checks, sub-tier billings, lien waivers, and insurance docs.
• Ensure lien laws and insurance requirements are met in billing packages.
• Prepare, review, and submit certified payroll reports.
• Archive project documents and maintain organized jobsite files.
• Coordinate onboarding and credentialing for new employees and subs.
• Assist field teams with administrative needs as they arise.

Conocimientos

Strong organizational skills

Excellent communication

Multitasking

Microsoft Office proficiency

Educación

High School Diploma, GED or equivalent

Herramientas

Textura

Procore

Vista

MS Office

Descripción del empleo

Description

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.

Description

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.

Key Responsibilities

Financial & Payroll Administration

• 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.

Compliance & Documentation

• 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 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.
• Ensure familiarity with Texas lien laws and insurance requirements to maintain legal and contractual compliance.

Project Coordination

• 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.

Office & Site Support

• 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.

Process & Efficiency Improvements

• Identify administrative bottlenecks and recommend process improvements.
• Leverage technology and project management tools to streamline reporting and recordkeeping.

Qualifications

• 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.

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
• Slight Travel (10%-15%)

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed mainly in an indoor and outdoor setting with exposure to all types of weather and temperature conditions, and travel from site to site.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate equipment requiring repetitive hand movement and fine coordination; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

EOE - Vets/Disabilities

Hoar does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of Hoar without a prior written search agreement will be considered unsolicited and the property of Hoar.

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