Field Administrative Assistant

JOB SUMMARY

The Field Administrative Assistant plays a pivotal role in supporting the Site Superintendent and Field Team on projects for the company. They are responsible for executing a variety of high-level administrative tasks, including managing union workforce onboarding, payroll, resource tracking, and dispatch coordination. Success in this role requires exceptional organizational skills, resourcefulness, and the ability to operate efficiently in a dynamic, fast-paced construction environment. The ideal candidate must be proficient in Microsoft Office applications and demonstrate the ability to quickly learn and adapt to new software systems.

RESPONSIBILITIES

Union New Hire Onboarding:

• Ensure compliance with I-9 requirements for all new hires.
• Coordinate site orientation and badging for all field employees.
• Assist new employees with the onboarding process, which includes facilitating required orientation videos and providing support to users on their tablets.
• Maintain accurate records of onboarding processes and ensure timely updates.

Payroll Management:

• Enter and submit timecards weekly for all field staff and proofread entries to prevent payroll errors.
• Provide payroll reports, including incentives, per diem, and corrections.
• Sort and distribute paychecks for on-time delivery.

Resource Tracking:

• Track attendance and workforce resources on site using Procore Workforce Management.
• Conduct daily roll calls to verify staff presence on site.
• Handle dispatching, terminations, and personnel update (PARs) requests.

Administrative Support:

• Consolidate and submit daily reports to key stakeholders.
• Manage IT requests and provide basic IT support for field staff.
• Order supplies through Amazon and coordinate catering for events and meetings.
• Assist with maintaining safety training records using Vairkko.
• File and maintain site records as needed.
• Basic office housekeeping as needed.

Job Complexity: Works on assignments that are semi-routine in nature but recognizes the need for occasional deviation from accepted practice. Works on assignments that are moderately difficult, requiring judgment in resolving issues or in making recommendations.

Supervision: Normally receives little instruction on daily work, general instructions on newly introduced assignments.

QUALIFICATIONS

• 3+ years of experience required in similar role with construction experience preferred.
• Strong communication skills, with the ability to interact effectively with field and office personnel.
• Resourceful problem-solver with the ability to adapt to changing project needs.
• Team-oriented individual who works well in a collaborative environment.
• Strong Microsoft Office Suite skills, particularly in Excel, Word, and Outlook.
• Familiarity with payroll management and timecard submission preferred.
• Excellent organizational skills and attention to detail.
• Ability to work effectively in a construction site environment.
• Experience with I-9 compliance and new hire onboarding preferred.
• Strong problem-solving skills and ability to meet deadlines in a fast-paced setting.

Education: High School Diploma or GED required. Any college degree preferred.