Office Administrator

Position: Office Administrator

Location: Fort Worth, TX

Position Summary

The Office Administrator is responsible for the daily administrative functions of the Fort Worth office, including payroll and timekeeping support, accounts payable, purchase orders, project cost documentation, and general office administration. This position provides administrative support to field offices and project teams as needed.

The position requires a basic understanding of accounting functions, including timekeeping, purchase orders, invoice processing, and job cost documentation. The successful candidate must have excellent problem-solving, communication, and interpersonal skills, strong attention to detail, and the ability to appropriately handle confidential employee and company information.

Essential Job Functions

Payroll & Timekeeping

• Track, review, and enter employee payroll and equipment time
• Collect and review timesheets for accuracy and completeness prior to payroll processing.
• Work with field leadership to resolve missing, incomplete, or inaccurate timekeeping information.
• Ensure payroll and equipment time is entered accurately and within established deadlines.

Accounts Payable & Purchase Orders

• Maintain purchase order logs for the division and assigned projects.
• Review, code, and process invoices and supporting documentation.
• Assist with expense check runs and other accounts payable functions.
• Coordinate vendor requests and new vendor setup as needed.
• Research and assist with resolving invoice, purchase order, and coding discrepancies.

Project Cost & Field Administration

• Review, price, and process field tickets according to applicable project rates and requirements.
• Enter and maintain ticket information to support accurate job costing and billing.
• Prepare third-party rebill reports and supporting documentation.
• Track and process applicable TERO fees and related documentation.
• Maintain accurate records supporting project costs, billing, and reconciliation.
• Assist Operations and Project Managers with administrative and project-related needs.

Expense Reporting

• Support the preparation and processing of Concur expense reports.
• Review expense documentation and receipts for completeness and accuracy.
• Follow up with employees regarding missing or incomplete expense documentation.

Bids & Operational Support

• Provide administrative support for bids and proposals as needed.
• Assist with gathering, organizing, and maintaining information required for bid preparation.
• Support project teams and nearby field offices with administrative needs as required.

Employee & Office Administration

• Assist with the hiring and onboarding process, including new hire paperwork and orientation, and other required documentation.
• Provide general administrative and secretarial support to Operations and Project Management.
• Maintain office supply inventory and coordinate ordering.
• Perform front office duties, including answering and routing calls, assisting visitors, handling correspondence, and maintaining office records.
• Maintain organized electronic and physical files.
• Perform other administrative duties as assigned to support the Fort Worth office and field operations.

Required Qualifications

• Ability to follow verbal and written instructions.
• Ability to communicate effectively, both verbally and in writing, with employees, field personnel, management, vendors, and other business contacts.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Ability to accurately prepare reports and maintain payroll, accounting, and project-related data.
• Ability to appropriately handle confidential company and employee information.
• Basic understanding of accounting, payroll, timekeeping, and purchase order processes.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• High school diploma or equivalent.
• Minimum of two years of related administrative, accounting, payroll, or office support experience.

Preferred Qualifications

• Previous administrative experience in construction, energy, industrial, or a project-based environment.
• Experience with accounts payable, payroll, purchase orders, and job cost tracking.
• Experience with Concur.
• Experience with Spectrum/Viewpoint or similar accounting or ERP systems.
• Experience processing field tickets, third-party rebills, or TERO-related documentation.