Construction Administrative-Baytown, TX

Construction Administrative-Baytown, TX

Title: Construction Administrative-Baytown, TX

Department: Construction

Job Category: Administrative / Construction Operations Support

Job Type: Non-exempt (Hourly)

Salary Range: DOE

Reports to: Construction Management

Location: Baytown, Texas Construction Office Supporting Multiple Jobs

Travel: Primarily office-based with occasional local jobsite, yard, or shop visits

Language: Bilingual English / Spanish Required

Job Purpose

The Construction Admin serves as a key connection between TGS field operations and the construction office. This position supports Construction Management, Superintendents, Foremen, and field crews by making sure daily field information is accurately documented, entered, communicated, and submitted on time.

A major focus of this position is HCSS HeavyJob administration, daily reports, employee timekeeping, payroll documentation, and communication between the field and office. The Construction Admin collects information from field supervisors, verifies that information for accuracy and completeness, enters required data into HeavyJob and other company systems, and follows up when information is missing or does not match.

This is not simply a data-entry or receptionist position. The person in this role should become familiar with the jobs, crews, supervisors, equipment, and day-to-day construction activity they support. They should be comfortable communicating directly with field personnel while maintaining accurate and organized office records.

The ideal candidate is computer-proficient, organized, dependable, comfortable working in a fast-paced construction environment, and capable of managing information for several active jobs at the same time.

Primary Responsibilities

HeavyJob Daily Reports and Field Documentation

• Serve as a primary administrative user of HCSS HeavyJob for assigned construction projects.
• Collect daily reports, crew information, employee hours, equipment hours, quantities, job numbers, cost codes, and other required information from Superintendents and Foremen.
• Enter and maintain daily construction reports in HeavyJob accurately and on time.
• Review field reports for missing or incomplete information and follow up directly with the appropriate supervisor.
• Verify that employees, equipment, hours, job numbers, and cost codes are assigned correctly before records are finalized.
• Maintain organized electronic records of daily reports and supporting field documentation.
• Help ensure Construction Management has accurate and current information regarding daily field activity.
• Become familiar with active jobs and crews so obvious discrepancies or missing information can be identified instead of simply entered into the system.

Timekeeping and Payroll Administration

• Collect, review, verify, and enter employee time from field supervisors into HeavyJob and other payroll systems as required.
• Confirm employee names, hours worked, job numbers, cost codes, and other required payroll information.
• Reconcile submitted time against daily reports and crew information.
• Identify and resolve missing, duplicate, incorrect, or miscoded time by communicating directly with Superintendents and Foremen.
• Maintain payroll and timekeeping documentation for multiple active jobs.
• Prepare and submit payroll information according to established company payroll deadlines.
• Maintain organized supporting documentation so payroll entries can be verified when questions arise.
• Route payroll changes, employee-status paperwork, new-hire documentation, termination paperwork, and other required information to Payroll and Human Resources.
• Maintain confidential employee and payroll information according to company requirements.
• Support certified or prevailing-wage payroll documentation when required by a project.

Field to Office Communication

• Act as a dependable administrative connection between the construction office and field operations.
• Communicate regularly with Superintendents, Foremen, Project Managers, yard personnel, and other employees regarding time, daily reports, documentation, equipment, materials, and administrative needs.
• Follow up with field supervisors when required information has not been submitted or needs clarification.
• Communicate in English and Spanish as necessary to make sure information and instructions are understood correctly.
• Relay important field information, documentation issues, and unresolved items to Construction Management promptly.
• Maintain professional working relationships with both office and field personnel.
• Be comfortable calling or messaging field supervisors directly rather than allowing missing paperwork or unanswered questions to remain unresolved.

Material Rental and Cost Documentation

• Collect and maintain delivery tickets, material tickets, equipment-rental tickets, receipts, packing slips, and other supporting documentation received from jobsites, vendors, and field supervisors.
• Organize documentation by job, vendor, date, PO, and/or cost category so records can be easily located when needed.
• Maintain accurate records for materials, equipment rentals, consumables, tools, supplies, and other items purchased or delivered for active projects.
• Review incoming tickets and supporting documents for basic completeness and follow up with field personnel or vendors when documentation is missing or unclear.
• Maintain electronic and/or hard-copy copies of tickets and receipts in the appropriate job files.
• Use delivery tickets, rental records, receipts, and other source documents to verify vendor invoices when invoices are received at a later date.
• Compare invoiced quantities, dates, equipment, rental periods, materials, and other charges against the supporting field documentation and flag discrepancies for Construction Management.
• Assist in verifying that invoices are associated with the correct job, vendor, PO, and supporting documentation before they are routed for approval or payment.
• Track missing tickets and receipts and follow up with the appropriate field supervisor, vendor, or employee so documentation does not remain outstanding.
• Maintain organized records that can be referenced later for invoice verification, customer billing support, job-cost review, or questions regarding materials and equipment used on a project.
• Support Construction Management and Accounting by retrieving documentation when questions arise regarding vendor charges, customer billing, equipment rentals, material quantities, or other project costs.

This position does not have independent purchasing or invoice-approval authority. The Construction Admin's responsibility is to ensure that the documentation supporting project purchases, deliveries, rentals, and costs is complete, organized, and readily available for verification.

Equipment Inspection Documentation and Fleet Communication

• Collect and maintain daily equipment inspection reports submitted by field employees and supervisors.
• Review submitted inspection reports for completeness and follow up with field personnel when information is missing, unclear, or incomplete.
• Organize and maintain electronic and/or hard-copy equipment inspection records so documentation can be easily retrieved by equipment number, job, date, or other applicable reference.
• Route completed equipment inspection reports and reported equipment issues to the appropriate Mechanic, Fleet, Shop, or Construction Management personnel.
• Provide English/Spanish translation of equipment inspection reports, comments, deficiency descriptions, and other related documentation when necessary.
• Assist with bilingual communication between field personnel and the Mechanic/Fleet department to ensure equipment problems, inspection findings, and requested information are clearly understood.
• Contact field personnel when the Mechanic or Fleet department needs clarification regarding an inspection report or reported equipment issue.
• Help ensure information communicated between the field and Mechanic/Fleet personnel is accurately documented and does not lose important details during translation.
• Maintain records of submitted inspection reports and related supporting documentation according to company procedures.
• Assist Construction Management, Fleet, and Mechanic personnel with retrieving historical inspection documentation when needed.

The Construction Admin supports the documentation and communication process between field operations and Fleet/Mechanic personnel. This position does not perform mechanical inspections, diagnose equipment problems, schedule repairs, or dispatch equipment unless specifically directed by Construction Management.

Job Files and Construction Office Administration

• Set up and maintain electronic and hard-copy files for multiple active construction projects.
• Maintain organized records including daily reports, employee time, POs, invoices, delivery tickets, correspondence, equipment records, and closeout documentation.
• Collect and track vendor and subcontractor documents such as W-9s and certificates of insurance when assigned.
• Prepare routine reports such as hours by project, outstanding daily reports, open POs, invoice status, equipment/rental logs, and other reports requested by Construction Management.
• Assist with project setup and closeout documentation.
• Provide general construction-office support including email, phones, scanning, filing, spreadsheets, calendars, correspondence, and meeting coordination.
• Assist with expense reports, company credit-card documentation, and similar administrative functions when assigned.