Construction Project Administrator — Spectrum & Estimating

Wilks Brothers, LLC; Cisco, Fort Worth (TX, TX); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, vision

401K + Company Match

Life Insurance

HSA

Tuition Reimbursement

Wellness Program

Paid Holidays

PTO

Job summary

Interstate Earthworks, LLC, a Wilks Brothers company, seeks an Administrative & Project Support specialist to assist the COO and Controller. This on-site role supports Spectrum construction software, enters project data, and helps manage POs, Work Orders, and Change Orders in Fort Worth or Cisco, TX.

You will organize electronic records, coordinate with Operations and Accounting, provide estimating and bidding support, and help transition awarded projects from estimating to active setup.

Qualifications

• High school diploma or equivalent required; associate or bachelor degree in Business, Construction Management, Accounting, or related field preferred.
• 2+ years of administrative, project coordination, construction, accounting, purchasing, or estimating support experience preferred.
• Experience in civil construction, earthwork, heavy construction, mining, commercial construction, or related industry strongly preferred.
• Experience with Spectrum Construction Software highly preferred.
• Experience with other construction ERP or project management systems will also be considered.
• Strong Microsoft Excel, Outlook, and general computer skills.
• Strong data-entry skills with a high level of accuracy and attention to detail.
• Basic understanding of construction terminology and project documentation.
• Familiarity with purchase orders, work orders, change orders, cost codes, job costing, and project estimates preferred.

Responsibilities

• Enter and maintain project information within Spectrum accurately and timely.
• Create, enter, update, and track Purchase Orders (POs).
• Assist with the creation and maintenance of Work Orders.
• Enter, track, and maintain Change Orders and related project documentation.
• Maintain accurate job and project information within Spectrum.
• Review information for completeness and accuracy before entering transactions.
• Maintain organized electronic project records and supporting documentation.
• Work with Operations and Accounting to resolve missing, incomplete, or inconsistent project information.
• Provide administrative support for project estimating and bidding activities.
• Assist with entering and maintaining estimates within company systems.
• Organize bid documents, project specifications, subcontractor/vendor information, and supporting documentation.
• Assist with gathering pricing and other information required by the estimating and operations teams.
• Maintain organized electronic records for estimates, proposals, and awarded projects.
• Assist with transitioning awarded projects from estimating into active project setup.
• Prepare and maintain purchase orders based on information provided by Operations.
• Assist with verifying appropriate job, phase, cost code, vendor, and other required information.
• Track open purchase orders and assist with resolving discrepancies.
• Coordinate with Accounting, Operations, Project Managers, vendors, and other personnel as needed.
• Assist Operations with preparing and documenting project change orders.
• Enter approved change orders into Spectrum.
• Maintain supporting documentation for customer and subcontractor/vendor change orders.
• Track pending and approved change orders.
• Help ensure project records accurately reflect approved changes to contract values and project scope.
• Work closely with the Controller to help maintain accurate project financial information.
• Assist with ensuring transactions are assigned to the appropriate job, phase, cost code, and general ledger account when applicable.
• Help research project cost discrepancies and missing documentation.
• Assist with maintaining consistency between operational project records and accounting records.
• Support month-end project review and reconciliation activities as requested.

Skills

Data entry

Attention to detail

MS Excel

MS Outlook

Communication

Education

High school diploma

Associate or Bachelor preferred

Tools

Spectrum Construction Software

ERP systems

Project management software

Job description

Interstate Earthworks, LLC, a Wilks Brothers company, seeks an Administrative & Project Support specialist to assist the COO and Controller. This on-site role supports Spectrum construction software, enters project data, and helps manage POs, Work Orders, and Change Orders in Fort Worth or Cisco, TX.

You will organize electronic records, coordinate with Operations and Accounting, provide estimating and bidding support, and help transition awarded projects from estimating to active setup.