Construction Field Office Admin - Houston Medical Center

Hoar; Houston (TX); Vor Ort; USD 45.000 - 65.000; Vollzeit

Zusammenfassung

Hoar is seeking a Field Office Administrator to oversee administrative, financial, and compliance tasks across our construction projects in Houston. You will work with project managers, superintendents, subcontractors, and corporate teams to ensure accurate records and timely deliverables.

The role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Qualifikationen

• High School Diploma or GED or equivalent.
• 1-2 years of administrative support in the A/E/C industry.
• Proficient in Excel, Word, and MS Office.
• Familiarity with Textura, Procore, and Vista preferred.
• Valid driver’s license; travel 10–15%.

Aufgaben

• Verify billing data accuracy and revise errors.
• Process invoices, pay apps, and purchase orders with supporting docs.
• Prepare expense reports for project leadership.
• Administer certified payroll per wage laws.
• Maintain payroll records (attendance, PTO, OT).
• Coordinate lien waivers and insurance docs.
• Serve as liaison between field, corporate, subs, and vendors.
• Support onboarding and credentialing for new staff and vendors.
• Receptionist duties and travel arrangements.
• Identify bottlenecks and suggest process improvements.

Kenntnisse

Organizational skills

Communication

Multitasking

Attention to detail

Microsoft Office

Textura

Procore

Vista

Viewpoint

Ausbildung

High School Diploma or GED

Tools

Textura

Procore

Vista

Viewpoint

MS Office

Jobbeschreibung

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