Field Project Administrator

Field Project Administrator

Location:

Project Site / Field Office

Reports To:

Assigned Project Manager Department:
Project Management Office (PMO)

Position Overview The Field Project Administrator (FPA) is an onsite member of the Project Management Office responsible for supporting the Project Manager through accurate project documentation, daily project controls, information management, and coordination between the field and office. Working primarily from the project site or field office, the FPA serves as the PM's onsite administrative resource by collecting, reviewing, reconciling, organizing, and maintaining project records generated through daily field activities.

The position helps ensure information from Operations, subcontractors, vendors, customers, and other project stakeholders is complete, accurate, and available to the Project Manager for timely decision-making.

Key Responsibilities Daily Project Documentation & Controls
• Collect, review, organize, and maintain daily project documentation, including:
• Daily Construction Reports (DCRs)
• Daily reports and plan sheets
• Field and T&M tickets
• Material tickets and delivery records
• Subcontractor tickets and supporting documentation
• Other customer- or project-required daily records
• Review documentation for completeness, accuracy, appropriate approvals, and compliance with project requirements.
• Compare field tickets and supporting documentation to information entered in HCSS Heavy Job.
• Identify discrepancies, missing information, or incomplete documentation and communicate them to the appropriate Superintendent or field leader for correction.
• Verify corrected information before final filing or packaging for the Project Manager.
• Maintain organized and retrievable project records in accordance with Blue Sage standards.
• Help ensure daily documentation is completed and resolved promptly rather than accumulated for later reconciliation.

T&M, Billing & Customer Documentation
• Compile and verify T&M documentation and supporting records for Project Manager review.
• Ensure labor, equipment, materials, quantities, cost codes, and supporting documentation are consistent across applicable project records.
• Maintain organized records of customer approvals, signed tickets, and other documentation required to support invoicing.
• Assist with obtaining customer signatures or approvals when necessary and when they cannot reasonably be obtained by field leadership.
• Identify missing or incomplete billing support and coordinate resolution with the Project Manager, Project Coordinator, Superintendent, or other responsible party.
• Support Billing and the Project Manager by maintaining complete project records throughout execution so required billing documentation is readily available.

Procurement, Materials & Subcontractor Documentation
• Receive and maintain documentation related to materials delivered to the project.
• Compare material receiving records against available purchase orders, delivery documentation, and project requirements.
• Coordinate with the Project Manager and Project Coordinator regarding materials ordered, received, outstanding, delayed, or discrepant.
• Maintain onsite PO documentation and supporting records.
• Collect and organize subcontractor tickets, reports, delivery records, and other required project documentation.
• Track required subcontractor administrative documentation and communicate missing information to the Project Manager.
• Support project material inventory documentation.

Project Coordination & PM Support
• Serve as the Project Manager's primary onsite administrative support resource.
• Attend project meetings as requested and document meeting notes, decisions, action items, responsible parties, and due dates.
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