Project Administrator

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

Company Information: Interstate Earthworks, LLC is a Wilks Brothers company. At Interstate Earthworks, we are dedicated to providing top-quality dirt work and excavation services with precision, efficiency, and integrity. Our mission is to build strong foundations—literally and figuratively—by delivering expert site preparation, grading, and earthmoving solutions that exceed our clients’ expectations. We take pride in our commitment to safety, reliability, and customer satisfaction, ensuring that every project is completed on time and to the highest standards. With a skilled team and state-of-the-art equipment, we move the earth so you can build your future.

We do not offer visa sponsorship for this position.

This position will be on site in Fort Worth, TX or Cisco, TX.

Position Summary

This position provides administrative and project support directly to the Chief Operating Officer and Controller and plays an important role in maintaining accurate project information within Spectrum construction management and accounting software. The ideal candidate will have experience in construction administration, project coordination, purchasing, estimating support, or a related field. Experience with Spectrum is highly preferred, but candidates with strong construction administrative experience and the ability to learn new systems will be considered.

• 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.

Change Order Administration

• 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.

Accounting & Project Controls Support

• 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.

Required Education, Experience, and Qualifications:

• High school diploma or equivalent required; associate or bachelor degree in Business, Construction Management, Accounting, or a related field preferred.
• 2+ years of administrative, project coordination, construction, accounting, purchasing, or estimating support experience preferred.
• Previous experience in civil construction, earthwork, heavy construction, mining, commercial construction, or a 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.

Knowledge, Skills & Abilities:

• Highly organized and detail-oriented.
• Comfortable working with numbers and project financial information.
• Able to manage multiple projects and priorities simultaneously.
• Able to communicate effectively with executives, accounting personnel, project managers, field personnel, vendors, and customers.
• Comfortable asking questions and following up when information is incomplete.
• Able to recognize inconsistencies in project documentation and bring them to management attention.
• Capable of learning Spectrum and Interstate Earthworks internal processes.
• Dependable and able to handle confidential company and financial information appropriately.
• Able to work independently while also functioning as part of the Operations and Accounting teams.

Working Conditions

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Positions self to install equipment, including under desks.
• Moves throughout the building to access files.
• Must be able to comprehend and follow written and oral instructions.
• Must be able to complete tasks even with frequent interruptions.
• Must be able to use discretion and independent judgment as needed.
• Must be able to speak clearly on the phone and to fellow workers.
• Competitive Compensation Package
• Medical + Dental + Vision Coverage
• 401K + Company Match
• Life Insurance + Long Term Disability Coverage – 100% Company Paid
• Health Savings Account (HSA)
• Tuition Reimbursement Program
• Wellness Check Program - Insurance Premium Discounts
• Life Assistance Resources
• Paid Holidays
• Paid Time Off (PTO)

#LI-ONSITE #LI-BN1 #INTERSTATEEARTHWORKS

Wilks Brothers and affiliated companies does not accept unsolicited resumes from recruitment agencies or fee based recruitment services. Recruitment agencies or recruitment services may contact [e-mail] for more information.

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and the employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and are subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.

I acknowledge that I have read and understand the description of this position and have had the opportunity to ask my supervisor about any points I did not understand. I hereby state that I can perform the essential functions of this position with or without reasonable accommodation.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.