Field Clerk

This position will provide administrative support and assist with clerical tasks related to construction projects, including document management, recordkeeping, data entry, and communication with project teams and stakeholders. The ideal candidate should have strong administrative skills, proficiency in office software, and a willingness to learn and contribute to the success of construction projects.

Essential Duties/Responsibilities:

• Assist with document management, including filing, organizing, and maintaining project documents, drawings, specifications, contracts, and correspondence.
• Prepare and distribute construction documents, reports, memos, meeting minutes, and other communications to project teams, subcontractors, vendors, and stakeholders.
• Perform data entry tasks, such as inputting timesheets, payroll information, material orders, equipment usage, and project expenses into construction management systems or spreadsheets.
• Assist in tracking project progress, milestones, schedules, and budgets by updating project logs, status reports, and tracking sheets.
• Coordinate meetings, appointments, conference calls, and site visits for project teams, supervisors, subcontractors, and clients, and prepare meeting agendas, minutes, and action items.
• Communicate with project teams, suppliers, subcontractors, and clients to gather information, resolve issues, and ensure timely completion of tasks and deliverables.
• Maintain accurate records, databases, and filing systems for project-related information, including contracts, change orders, purchase orders, RFIs, and submittals.
• Assist in processing invoices, purchase orders, and payments, and reconcile discrepancies or billing issues with vendors, suppliers, and accounting departments.
• Support administrative tasks, such as ordering office supplies, maintaining office equipment, and coordinating mail, deliveries, and shipments.
• Adhere to company policies, procedures, and safety guidelines, and promote a positive and professional work environment.
• Provide clerical/administrative support for the project team as requested, such as researching, documenting project meetings, and maintaining records.
• Regular attendance is required according to company policy to ensure the crew can operate at the normal efficiency level.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with construction management software or databases is desirable.
• Strong organizational, time management, and multitasking skills to handle multiple tasks and priorities simultaneously in a fast-paced environment.
• Excellent written and verbal communication skills to interact with project teams, stakeholders, and external contacts.
• Attention to detail, accuracy, and confidentiality in handling sensitive information, documents, and records.
• Ability to work independently, take initiative, solve problems, and adapt to changing priorities and deadlines.
• Familiarity with construction terminology, processes, and documents (e.g., RFIs, submittals, change orders) is an asset.
• Customer service-oriented attitude, professionalism, and a willingness to learn and grow in the construction industry.
• Commitment to teamwork, collaboration, and contributing to the success of construction projects and the organization.
• Ability to function well in a high-paced and at times stressful environment.

Education and Experience:

• High school diploma or equivalent; additional training or certification in office administration or related field is a plus.
• Proven experience as an Administrative Assistant, Office Clerk, or similar role, preferably in the construction industry.
• Bilingual English/Spanish preferred.

Physical Requirements:

• Regularly sit, stand, or walk short distances for up to the entire duration of a shift/workday.
• May stoop, kneel, or bend on an occasional basis.
• May reach above shoulder heights and below the waist on frequent basis.
• Occasionally walking on uneven surfaces, including ground in varying weather conditions.
• Occasionally climb stairs or ladders, etc.
• Prolonged periods of sitting at a desk and working on a computer.
• Exposure to outdoor environment with machinery/equipment in the surrounding area.
• Able to wear personal protective equipment is required, including but not limited to steel toe shoes, gloves, safety glasses, hearing protection, hard hat, vest, etc.
• Must be able to lift up to 40 pounds at times.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.