Construction Field Office Admin

Hoar Construction; Birmingham (AL); On-site; USD 30,000 - 45,000; Full time

Job summary

A leading construction firm in Birmingham, Alabama seeks a Field Office Admin to support the onsite field team. You will be responsible for managing billing data, processing invoices, and maintaining office supplies while ensuring effective communication with vendors. The ideal candidate has a high school diploma and 1-2 years of administrative experience in the construction industry, alongside strong computer skills. This role provides diverse responsibilities and the opportunity to work in various environments.

Qualifications

• 1-2 years of experience providing administrative support preferably in the Architecture/Engineering/Construction industry.
• Strong knowledge of Excel, Word, and MS Office Suite is required.
• Experience with Viewpoint and Textura software is helpful.

Responsibilities

• Verify accuracy of billing data and revise any errors.
• Manage and process invoices, pay applications, and purchase orders.
• Communicate with trade partners and vendors to update account information.

Skills

Strong computer skills including Excel

MS Office Suite

Experience in Architecture/Engineering/Construction

Valid Drivers' License

Education

High School Diploma, GED or equivalent

Tools

Viewpoint

Textura

Job description

The Field Office Admin is responsible to support the onsite field team at the construction project site.

Responsibilities:

• Verify accuracy of billing data and revise any errors.
• Manage and process invoices, pay applications, and purchase orders with supporting documents as needed.
• Communicate with trade partners and vendors to obtain and update account information.
• Assist in the preparation, issuing and tracking of RFI's, EWO's, SWA's and Backcharges.
• Compile project close out documents.
• Prepare and submit petty cash reimbursements and process expense reports.
• Prepare and submit payroll for field staff, including maintaining and verifying records of attendance, PTO, and overtime.
• Maintain, archive, and file jobsite documents such as contracts, job submittals, equipment logs, PTSA’s, and trade partner daily reports.
• General receptionist duties to include but not limited to greeting visitors upon arrival to the office, answering the phone, processing incoming mail and deliveries.
• Making travel arrangements for jobsite visitors and new and/or transferring employees as needed.
• Maintain upkeep of the appearance of office trailer and light housekeeping.
• Upkeep of office supplies and reorder as needed.
• Ordering and picking up meals for onsite meetings.

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

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.