Job Title: Field Office Coordinator
Company: Ultimate Staffing
Location: San Jose, CA
Employment Type: Direct Hire
Industry: Construction
Ultimate Staffing is seeking a highly organized and detail-oriented Field Office Coordinator to support a construction project site in San Jose. This role plays a critical part in managing administrative operations and supporting accounting functions to ensure the smooth day-to-day execution of project activities. The ideal candidate will bring a strong background in construction project administration and jobsite accounting .
Key Responsibilities:Oversee daily administrative functions at the construction project site.
Maintain and update project budgets, change orders, and cost tracking within financial systems.
Manage subcontractor agreements, change orders, insurance certificates, and compliance documents.
Review and code accounts payable invoices; coordinate with internal accounting for timely payments.
Collect and process weekly union payroll reports, ensuring timely and accurate submissions.
Track subcontractor billing, lien waivers, and ensure documentation is in compliance with project requirements.
Prepare and assemble monthly billing packages with required backup documentation.
Support document control efforts including electronic filing, archiving, and project closeout.
Collaborate with project managers and superintendents to ensure proper allocation of equipment and labor costs.
Assist with journal entries, accruals, and cost adjustments during monthly financial close processes.
Construction industry experience required, preferably in a field or project office setting.
Accounting or bookkeeping background required, with experience in billing, cost tracking, and compliance.
Strong working knowledge of Microsoft Excel and MS Office Suite.
Familiarity with construction accounting or project management software (e.g., Procore, JD Edwards, Bluebeam) is a plus.
Ability to manage multiple priorities with strong attention to detail and organizational skills.
Professional communication skills and ability to work effectively in a fast-paced, team-oriented environment.
Associate's Degree in Business, Accounting, or related field preferred (or equivalent experience).
Join a growing team within a leading and well-respected construction organization.
Direct hire opportunity with competitive salary and benefits.
Be part of meaningful construction projects that positively impact the community.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
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