Administrative Assistant

Administrative Support

Wagner Construction has been in business since 1951. We perform construction services across a variety of sectors, including underground utilities, site development, forestry, commercial/industrial building, heavy civil, and transportation.

With diverse capabilities, an excellent safety record, and employees’ expertise at all levels, we provide a broad range of services on accelerated schedules. Our hard work and safety-oriented culture has built a reputation that allows Wagner Construction to be competitive across multiple markets and regions.

Position Summary

The Administrative Support Coordinator (Field Office) provides administrative and timekeeping support to field operations, with onboarding and payroll/time accuracy as the top priority. This position is responsible for daily HCSS time reconciliation, supporting weekly payroll and per diem processing, onboarding hourly associates, tracking PTO hours, managing load tickets, providing general office support, and assisting onsite equipment management staff with basic equipment status tracking.

Primary / Essential Responsibilities and Duties

• Onboard hourly associates by collecting required paperwork, tracking completion, and coordinating with HR/Payroll to ensure employees are job-ready and payroll-ready.
• Manage daily timekeeping in HCSS, including time entry, job/cost coding, and reconciliation of hours for hourly employees.
• Drive daily timesheet completion by following up with supervision on missing, late, or inaccurate timecards prior to cutoffs.
• Support weekly payroll closeout by auditing timecards for accuracy, completeness, and approvals before submission.
• Support weekly per diem tracking, including eligibility, days worked, and any required supporting documentation.
• Receive, log, organize, and file load tickets; maintain tracking logs and route documentation to the appropriate project/accounting contacts per process.
• Receive and track PTO hours (requests/usage) and coordinate reporting to HR/Payroll as required.
• Coordinate with onsite safety staff to ensure pre-work safety orientations are scheduled.

General / Other Responsibilities and Duties

• Provide general office support, including ordering supplies, scanning, filing, mail coordination, basic correspondence, and other administrative tasks as needed.
• Maintain organized electronic and/or hard copy filing systems using consistent naming conventions and job/date coding.
• Support onsite equipment management staff by tracking equipment onsite and basic status (onsite/assigned/down/moved) using simple logs/trackers.
• Communicate routinely with field leadership and the Corporate Office to resolve timekeeping, onboarding, and documentation issues quickly.
• Perform all other duties as assigned.

Job Qualifications

• Administrative support experience in construction, a field office, or similar environment preferred.
• Experience with timekeeping systems required; HCSS experience strongly preferred.
• Strong organizational skills and attention to detail; ability to manage daily deadlines and multiple priorities.
• Ability to keep accurate records and prepare time and documentation reports.
• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable learning new systems.
• Ability to prioritize work, communicate clearly, and follow through to completion.
• Ability to flex and thrive in a high-paced environment.
• Bilingual (English/Spanish) preferred.

Physical Requirements and Working Conditions

• Work is primarily in a field office environment with routine interaction with jobsite personnel.
• May occasionally work in or around active jobsite areas and equipment yards; must follow all safety requirements.
• Ability to sit/stand for extended periods and perform repetitive office tasks (computer work, filing, scanning).
• Occasional lifting/carrying of office supplies, files, or document boxes (up to 25–50 pounds).

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

• Dental insurance
• Health insurance

Experience:

• construction or field office administrative support: 3 years (Required)
• payroll support: 3 years (Required)
• onboarding hourly employees: 3 years (Required)
• per diem tracking: 3 years (Preferred)
• load ticket processing: 3 years (Preferred)
• PTO tracking: 3 years (Preferred)

Work Location: In person

Salary : $22 - $28