Construction Field Office Admin

Hoar Construction; Birmingham (AL); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading construction firm is seeking a Field Office Admin to support the onsite field team in Birmingham, Alabama. This role involves managing billing data, handling invoices, and communicating with vendors. Applicants should have a High School Diploma and 1-2 years of administrative support experience, preferably in the construction industry. Strong computer skills are essential. The position includes various responsibilities from payroll to general office tasks.

Qualifications

• 1-2 years of experience providing administrative support preferably in the Architecture/Engineering/Construction industry.
• Valid Drivers' License required.

Responsibilities

• Verify accuracy of billing data and revise any errors.
• Manage and process invoices, pay applications, and purchase orders with supporting documents.
• Communicate with trade partners and vendors to obtain and update account information.
• Assist in the preparation, issuing, and tracking of RFIs, EWOs, SWAs, and Backcharges.
• Compile project close out documents.
• Prepare and submit petty cash reimbursements and process expense reports.
• Prepare and submit payroll for field staff.
• Maintain, archive, and file jobsite documents.
• Perform general receptionist duties.
• Make travel arrangements for jobsite visitors.
• Maintain office trailer appearance.
• Reorder office supplies as needed.
• Order and pick up meals for onsite meetings.

Skills

Strong computer skills

Knowledge of Excel

Knowledge of Word

Experience with MS Office Suite

Viewpoint experience

Textura experience

Education

High School Diploma, GED or equivalent

Job description

The Field Office Admin supports 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

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.

#AlwaysInProcess

#constructionmanagement