Field Operations Administrative Coordinator

Ideal Candidate: The ideal candidate will have experience as a Field Administrator and possess strong organizational skills. They should be adept at collaborating with field workers and effectively communicating with the team.

Benefits:

• Medical, Dental, Vision and Life Insurance 100% company paid for employees
• Paid vacation & holidays
• 401(k) company match
• 30-day paid sabbatical every 5 years of employment
• Stable employment with a growing company
• Highly competitive salary

Skills and Requirements:

• Strong organizational and communication skills.
• Ability to manage multiple manpower and logistics tasks simultaneously.
• Detail-oriented with a focus on accuracy and timeliness.
• Collaborative team player who can coordinate across departments.
• Construction Experience is a plus.
• Microsoft Suite, Adobe Suite, & Bluebeam proficiency

Essential Functions

• Manpower Tracking & Reporting:
• Maintain accurate, real-time manpower records, including field team locations, project assignments, and transfer activity.
• Prepare and distribute weekly manpower reports for the Operations team.
• Provide manpower look-aheads across the organization to support proactive workforce planning.
• Track housing* arrangements (lease start/end dates, occupancy, and costs) to support manpower planning.
• Coordinate manpower project transfers, start-up assignments, and site transitions.
• Coordinate with the Payroll Specialist and Project Manager to ensure ExakTime is properly set up, assigned, and maintained for each project from start to closeout.
• Logistics & Field Support:
• Serve as the primary point of contact for manpower logistics, including travel, housing*, and site arrival/transition.
• Act as a secondary support resource for travel-related issues and last-minute changes.
• Support General/Site Superintendents with field startup and closeout documentation related to manpower and logistics.
• Facilitate coordination of contract laborer setup, ensuring accurate records, compliance, and cost control.
• Provide and maintain field asset/property documentation to support GS operations.

• Project Setup, Closeout & Communication:
• Coordinate with GS, Project Managers, and InCorp Services to ensure proper communication and documentation for job setup and closeout.
• Ensure field manpower and logistics documentation is distributed to the project team and appropriate InCorp Services functions.
• Support Resource Coordinators with knowledge transfer during project startup and closeout.
• Develop standardized processes for manpower-related project setup and closeout to ensure consistency across jobs.

ADMINISTRATIVE TOOLS AND DOCUMENTATION

• Support GS and Foremen in the use of manpower-related administrative platforms and company systems:
• Excel (primary tool for tracking/manpower reporting)
• ExakTime (time-keeping platform for personnel)
• SharePoint (documentation and file management)
• Field documentation tools (daily reports, material requisitions, look-aheads)
• AutoDesk Build (Field Operations/Project documentation platform)
• Other Platforms as Directed by Director of Field Operations
• Develop and maintain standardized manpower and logistics documentation as directed by Director of Field Operations.
• Gather field personnel data to support HR and Learning & Development with training alignment.

Execute special projects assigned by the Director of Field Operations.