Torchora
Back to Home

Key Responsibilities and Required Skills for Field Office Personnel

💰 $45,000 - $65,000

AdministrationOperationsConstructionProject Management

🎯 Role Definition

This role requires a highly organized and proactive Field Office Personnel to be the backbone of our project site operations. In this pivotal role, you will be the central point of contact for our field office, providing essential administrative, logistical, and coordination support to the project management team and all on-site staff. You will be responsible for ensuring the seamless flow of information, maintaining meticulous records, and facilitating the day-to-day functions that are critical to project success. The ideal candidate is a master of multitasking, a proactive problem-solver, and thrives in a dynamic, fast-paced field environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator
  • Data Entry Clerk

Advancement To:

  • Field Office Manager
  • Project Coordinator
  • Assistant Project Manager

Lateral Moves:

  • Procurement Coordinator
  • Document Control Specialist

Core Responsibilities

Primary Functions

  • Serve as the primary administrative point of contact for the field office, managing all front-office activities and ensuring a professional and efficient operational environment for staff, subcontractors, and visitors.
  • Meticulously collect, verify, and process daily and weekly timesheets for all on-site personnel and subcontractors, resolving discrepancies to ensure accuracy and timely submission to corporate payroll.
  • Manage the complete new hire onboarding process for field personnel, including the preparation of new hire packages, completion of I-9 and tax forms, site-specific safety orientation, and issuance of PPE and equipment.
  • Establish and maintain a robust document control system for all project-related documentation, including drawings, RFIs, submittals, and change orders, utilizing project management software like Procore.
  • Coordinate with local vendors and suppliers by creating and processing purchase orders, tracking material deliveries, verifying packing slips, and reconciling invoices to ensure resources are available and correctly billed.
  • Compile, format, and distribute essential daily, weekly, and monthly project reports for management, summarizing site progress, labor hours, safety incidents, and equipment usage.
  • Act as the central communication hub for the project site, effectively disseminating critical information from the Project Manager to the entire field team and external stakeholders.
  • Manage all administrative requirements for subcontractors, including the collection, verification, and tracking of insurance certificates, lien waivers, safety records, and other compliance documentation.
  • Assist with essential cost-tracking activities by collecting and entering data related to labor, materials, and equipment, supporting the project controls team in monitoring budget adherence.
  • Oversee site access control procedures, managing sign-in/sign-out logs for all personnel and visitors, issuing site identification badges, and ensuring all visitors complete the mandatory safety orientation.
  • Schedule and coordinate all on-site meetings, including weekly progress reviews and subcontractor coordination calls; prepare agendas, book conference rooms, and distribute detailed meeting minutes.
  • Provide on-site Human Resources support by acting as a liaison to the corporate HR department, answering employee questions regarding payroll, benefits, and company policies.
  • Process and reconcile expense reports for project management staff, ensuring all submissions are compliant with company travel and expense policies and have the necessary receipts and approvals.
  • Maintain a meticulous and organized system of project files, both physical and digital, ensuring all critical records are up-to-date and readily accessible for audits and project close-out.
  • Manage a log of all company vehicles and major equipment on-site, tracking daily usage, coordinating routine maintenance, and ensuring all operator certifications are current and on file.

Secondary Functions

  • Monitor and maintain a complete inventory of all office and field supplies, from stationery and consumables to personal protective equipment (PPE), and proactively place orders to prevent shortages.
  • Support the Site Safety Manager in maintaining safety compliance records, tracking employee training certifications, documenting daily toolbox talks, and filing incident reports.
  • Coordinate site logistics, including arranging personnel travel and accommodation for visiting corporate staff and assisting with the scheduling of equipment mobilization and demobilization.
  • Serve as the on-site point of contact for basic IT issues, performing initial troubleshooting for printers, computers, and network connectivity, and coordinating with the corporate IT support team for resolution.
  • Manage all incoming and outgoing mail, packages, and courier deliveries for the site, ensuring prompt and accurate distribution to the appropriate personnel or department.
  • Assist the project management team in tracking the status of various municipal and environmental permits and licenses required for the project, flagging upcoming renewal dates.
  • Maintain and regularly update the site-wide emergency contact list and assist in the coordination of emergency response procedures as outlined in the site safety plan.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Proficiency: Expert-level skills in Microsoft Excel, Word, and Outlook for reporting, correspondence, and scheduling.
  • Project Management Software: Experience with construction or project management software (e.g., Procore, Viewpoint, Primavera P6) is highly preferred.
  • Document Control: Proven ability to manage and organize large volumes of electronic and physical documents in a systematic way.
  • Basic Bookkeeping: Understanding of accounts payable/receivable processes, including invoice coding and purchase order management.
  • Data Entry: Fast and accurate typing skills for efficient data input into various systems.
  • Reporting: Ability to compile data from multiple sources into clear and concise reports.

Soft Skills

  • Exceptional Organization: Superior ability to manage multiple tasks, priorities, and deadlines simultaneously in a high-pressure environment.
  • Attention to Detail: A meticulous approach to all tasks, ensuring accuracy in data, documents, and communications.
  • Proactive Problem-Solving: The ability to anticipate needs, identify potential issues, and independently find effective solutions.
  • Communication: Excellent written and verbal communication skills for interacting professionally with all levels of staff, management, and external partners.
  • Adaptability: Flexibility to handle changing priorities and unexpected challenges common in a field-based project setting.
  • Interpersonal Skills: A collaborative and approachable demeanor, with the ability to build positive working relationships.
  • Autonomy: The capacity to work independently with minimal supervision while understanding when to escalate issues.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Construction Management
  • Accounting

Experience Requirements

Typical Experience Range:

  • 2-5 years of progressive experience in an administrative, office management, or project coordination role.

Preferred:

  • Direct experience working in a field office environment within the construction, engineering, environmental, or industrial services sectors is highly desirable.
  • Experience supporting large-scale, multi-million dollar projects is a significant asset.
Explore More Careers