Construction Field Office Admin

Hoar Construction • Huntsville, TX • 5d ago

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, Certified Payroll knowledge, 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

Similar Jobs

EQUIPMENT OPERATOR III - Truck Driver

Texas Department of Criminal Justice • Huntsville, TX • 1w ago

Trucking & Construction

PDate 080825 038702 Location of vacancy: Wynne Freight Transportation - Manufacturing,/Huntsville This website contains only partial information regarding this job posting and application procedures. For complete informa...

1w ago

Go to Apply

Dump Truck Driver

WATERS CONSTRUCTION COMPANY INC • Huntsville, TX • 2w ago

Trucking & Construction

A professional commercial vehicle driver, with Class A CDL and current medical card, while transporting our product to and from job site(s) on day shifts. An equipment operator during the process of loading and unloading...

2w ago

Go to Apply

Retail Merchandiser

Acosta Group • Huntsville, TX • 1d ago

Retail & Hospitality

Retail Merchandiser General Information Company: CRO-US Location: HUNTSVILLE, Texas, 77320 Ref #: 108908 Function: Merchandising Employment Duration: Part-time Description and Requirements CROSSMARK is seeking an energet...

1d ago

Go to Apply

ADMIN ASST IV - Correctional Training

Texas Department of Criminal Justice • Huntsville, TX • 2d ago

PDate 081225 028251 Location of vacancy: Training and Leader Development Division/Huntsville This website contains only partial information regarding this job posting and application procedures. For complete information...

2d ago

Go to Apply

Associate Director II - Associate Director of Communications & Recruitment

Sam Houston State University • Huntsville, TX • 3d ago

Sales & Marketing

Requisition: 202500255S Occupational Category (Staff Positions Only): Professional Hiring Salary: Monthly-Staff Department: Office of the Dean - College of Education General Requirements: Bachelor's degree in related fie...

3d ago

Go to Apply

Coordinator II - EPP Field Coordinator for Advanced Pathways

Sam Houston State University • Huntsville, TX • 3d ago

Requisition: 202500254S Occupational Category (Staff Positions Only): Professional Hiring Salary: Monthly-Staff Department: Office of the Dean - College of Education General Requirements: Bachelor's degree in related fie...

3d ago

Go to Apply

Lecturer-Pool Faculty of Communication Studies - 1 Position to be Filled

Sam Houston State University • Huntsville, TX • 3d ago

Requisition: 202500111F Hiring Salary/Recruiting Range: Commensurate with education and experience. Department: Dept of Communication Studies General Requirements: This posting is for the Fall 2025 semester. Nature &...

3d ago

Go to Apply

Coordinator V - Clinical Research Coordinator

Sam Houston State University • Huntsville, TX • 3d ago

Hospital & Medical

Requisition: 202500253S Occupational Category (Staff Positions Only): Professional Hiring Salary: Monthly-Staff Department: COM Research General Requirements: Bachelor's degree in a health-related field (e.g., Nursing, P...

3d ago

Go to Apply

Specialist III - Student Money Management Program Specialist

Sam Houston State University • Huntsville, TX • 4d ago

Management & Administrative

Requisition: 202500251S Occupational Category (Staff Positions Only): Technical/Para-Professional Hiring Salary: Monthly-Staff Department: Financial Aid General Requirements: Associates degree in a related field. Three y...

4d ago

Go to Apply

ADMIN ASST II - Institiutional Parole Mail Room Co

Texas Department of Criminal Justice • Huntsville, TX • 5d ago

Management & Administrative

PDate 081125 723038 Location of vacancy: Board of Pardons and Paroles/Huntsville This website contains only partial information regarding this job posting and application procedures. For complete information regarding mi...

5d ago

Go to Apply

Subscribe to get new jobs sent directly to you
(no charge, cancel anytime)

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.