Position Description

Field Office Coordinator
Location San Carlos, CA
Company Rudolph and Sletten, Inc.
Job Code 1131
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Rudolph and Sletten is looking for a Field Office Coordinator to provide accounting, administrative and clerical support to the project team for the day to day activities on the project including: administration of subcontracts and all associated construction compliance, documents, and documentation; electronic processing of subcontractor and vendor invoices and payroll; job site safety within a fast paced environment. Refer to experience required below.  

Supervisory Responsibilities: 

 Essential Duties and Responsibilities:

  • Type, distribute, and electronically file all project correspondence originating from field office
  • Receive and distribute all correspondence at the site
  •  Act as liaison for project;  Respond to requests, answer phone and  greet visitors
  • Work together with the Project Engineer to prepare and maintain all project logs including: shop drawings, submittal logs, equipment rental logs, change orders, back charges, and supplementals
  • Type subcontracts and monitor for signature
  • Monitor subcontractor insurance certificates for compliance with contract requirements and advise subcontractors of corrections needed
  • Prepare monthly billings utilizing field records and information provided by the accounting department.
  • Process monthly billings and subcontractor payments
  • Submit draft of all billings to Operations Accounting within required deadline
  • Provide accurate Owner billing within required deadlines
  • Demonstrated knowledge of the Owner payment procedure
  • Corresponds with Owner in accordance with contractual terms
  • Follow up with subcontract payables and subcontractors to ensure timely payment of subcontract work.
  •  Assist field management team in carrying out safety program, including administration of safety meetings, accident reports, order first aid and safety supplies, and conduct new employee slide program safety orientation
  • Assist project management team with project close out documentation
  • Assemble and file necessary documentation for archiving

Required Job Skills:

  • Working knowledge of control estimate and cost accounting to maintain Budget Summary and assist with preparation of the Monthly Project Status Report.
  • Ability to effectively communicate both verbally and written
  • Manage multiple tasks, produce quality work on time sensitive deadlines, while maintaining a positive attitude at all times

Computer Equipment and Software:

  • Strong computer skills with the ability to use MS Office Suite with proficiency
  • Advanced MS Excel and Prolog Software skills required
  • Experience using Bluebeam, a plus
  • Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents

Education and Experience:

  • Associate’s degree preferred
  • Minimum five years’ experience; construction industry preferred.
  • Demonstrated knowledge and understanding of contract management.
  • Experience with sales tax computation.
  • Processing Union payroll experience.  
  • Certified Payroll , plus! 
  • AP  and/ or bookkeeper experience required.

We Offer

  • Industry Leader Salaries
  • Extensive Benefits Package
  • Training, growth opportunities, and reimbursed education assistance




We are an Equal Opportunity Employer (EOE AA M/F/Vet/Disability)

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