KEY RESPONSIBILITIES
Daily Log — Timekeeping & Job Cost Coding
- Review daily time cards from all field crews and shop personnel; follow up directly with foremen and superintendents on missing, late, or incomplete submissions ahead of the payroll cutoff.
- Review daily for accuracy — hours, project/job number, phase and cost code, equipment hours, and any per diem, shift differential, or travel time.
- Verify that labor hours are charged to the correct project and cost code, and coordinate with the Project Manager and superintendents to correct miscoded time.
- Assist with certified payroll reporting for public works projects, including weekly submittals through DIR eCPR (or agency-specified system), fringe benefit documentation, and apprenticeship records.
Project Management Support (Procore)
- Maintain daily logs, progress photos, meeting agendas and minutes, and correspondence files.
- Track subcontracts, purchase orders, and change orders; collect signed copies and file executed documents.
Office Manager Support (Trimble Spectrum)
- Code and enter vendor invoices to the correct job and cost code in Trimble Spectrum; match invoices to purchase orders and delivery tickets and resolve discrepancies with vendors.
- Maintain vendor and subcontractor records, insurance certificate expiration tracking, and compliance files.
- Support new-hire onboarding paperwork, I-9 verification, benefit enrollment forms, and maintenance of training, certification, and safety records.
- Assist with business licenses, contractor license renewals, prequalification packages, and bid document assembly on bid days — including gathering subcontractor and supplier quotes, preparing bid forms, and coordinating bid bonds.
- Handle front-office duties: phones, mail, deliveries, office and job-site supply ordering, filing, and records retention.
- Schedule meetings, coordinate calendars, and provide general administrative support to office and project staff.
QUALIFICATIONS
Required
- High school diploma or equivalent.
- Two or more years of administrative experience, preferably in construction, engineering, or another project-based industry.
- Strong attention to detail with numbers, coding, and deadlines — this role is trusted with payroll accuracy and job cost data.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Comfortable following up with field personnel and vendors to get paperwork in on time, professionally and persistently.
- Ability to handle payroll, personnel, and bid information with complete confidentiality.
- Valid driver's license and reliable transportation; ability to work on-site in South Lake Tahoe year-round.
Preferred
- Hands-on experience with Trimble Spectrum (or a comparable construction ERP such as Viewpoint, Sage 300 CRE, or Foundation).
- Hands-on experience with Procore, particularly RFIs, submittals, daily logs, and document management.
- Experience with public works projects, prevailing wage, and certified payroll reporting (DIR eCPR, LCPtracker, or similar).
- Familiarity with heavy civil terminology — grading, underground utilities, paving, structures — and the ability to read a bid schedule.
- Experience with AIA or agency-format pay applications, lien releases, and preliminary notices.
- Notary commission, or willingness to obtain one (company-paid).
WHAT SUCCESS LOOKS LIKE
- By 30 days: Time cards are complete, accurate, and coded correctly every week, without the Office Manager or Project Manager having to chase them.
- By 60 days: Procore documentation is current and compliance documents are tracked before they expire.
- By 90 days: Job cost coding errors are caught before they reach the cost report, the Project Manager is spending noticeably less time on paperwork, and the front office runs without interruption when the Office Manager is out.
Pay: $25.68 - $30.92 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Retirement plan
Work Location: In person
