Construction Field Office Admin - Southlake

Hoar Construction; Dallas (TX); Vor Ort; USD 42.000 - 64.000; Vollzeit

Zusammenfassung

Hoar Construction is seeking a Field Office Administrator to support multiple project sites, handling administrative, financial, and compliance tasks. You will work closely with project managers, superintendents, and subcontractors to ensure accurate records and timely deliverables.

Ideal candidates bring experience in construction admin, strong organizational and communication skills, and proficiency with Microsoft Office; familiarity with Textura, Procore, and Vista is preferred.

Qualifikationen

• Experience providing administrative support, preferably in construction or project-based work.
• Strong organizational skills with ability to manage competing priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite; familiarity with Textura, Procore, and Vista is preferred.
• Excellent written and verbal communication and interpersonal abilities.
• Knowledge of certified payroll, prevailing wage, lien laws, and construction compliance is required.

Aufgaben

• Verify accuracy of billing data and revise errors.
• Process invoices, pay applications, and purchase orders with supporting docs.
• Submit expense reports for project leadership and manage payroll records.
• Administer certified payroll for field staff in compliance with laws.
• Maintain payroll records including attendance, PTO, and overtime.
• Manage lien waivers, insurance docs, and subcontractor billings.
• Ensure compliance with state lien laws and contractual obligations.
• Serve as liaison between field team, vendors, and corporate departments.
• Prepare project documentation including submittals, contracts, and logs.
• Coordinate onboarding/credentialing for new employees and subcontractors.
• Support administrative process improvements and use PM tools to streamline reporting.

Kenntnisse

Administrative support

Strong organizational skills

Excellent communication

Interpersonal skills

Ausbildung

High School Diploma or GED

Tools

Textura

Procore

Vista

Viewpoint

Microsoft Office

Excel

Word

Jobbeschreibung

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.

#AlwaysInProcess

#constructionmanagement