Construction Field Office Admin - River Oaks Area

Key Responsibilities

• 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.
• 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.
• Serve as the primary liaison between the field team, corporate departments, subcontractors, and vendors to ensure smooth communication and document flow.
• Carefully 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.
• Aid project teams with special administrative needs as they arise.

Project Coordination

• 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.
• Cook and pick up meals for onsite meetings.

Office & Site Support

• 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.