Role catalogs

Field Administrator workflow catalog

a construction professional who supports jobsite teams and links the field to the office, handling time, paperwork and approvals

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67
workflows in this catalog
1
industryConstruction 67
2
areas of workLargest: Payroll, HR & Labor Compliance (38)
42k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Field Administrator

Area

67 workflows

Field Administrator · 2 areas · about 42k hrs/yr

Construction (67 workflows)

Payroll, HR & Labor Compliance (38)

about 35,372 hrs/yr

  1. Field timecard collection (Daily, about 2,250 hrs/yr) Foremen submit crew timecards daily or weekly from paper sheets, time apps, or mobile field apps, listing each worker's hours by job, cost code, and pay class.
  2. Timecard import (Daily, about 2,250 hrs/yr) Time from the field app or timekeeping system is imported into payroll, with employees, jobs, cost codes, and pay types mapped to the ERP's values.
  3. Timecard exception correction (Daily, about 2,250 hrs/yr) Timecard exceptions such as missing cost codes, inactive jobs, overlapping entries, and excessive daily hours are corrected with the foreman before payroll processes.
  4. Union assignment (Weekly / Biweekly, about 988 hrs/yr) Union members are assigned to their local and collective bargaining agreement, which sets wage rates, fringe contributions, dues, and reporting obligations for every hour worked.
  5. Supervisor time approval (Weekly / Biweekly, about 988 hrs/yr) Supervisors approve their crews' weekly time before payroll runs, confirming hours, jobs, and cost codes are accurate and signing off in the time system.
  6. Overtime calculation (Weekly / Biweekly, about 988 hrs/yr) Overtime is calculated under the FLSA weekly rule, any state daily overtime rules, and union agreement terms, which may pay premium after a set daily hour count or on weekends.
  7. Shift differential (Weekly / Biweekly, about 988 hrs/yr) Workers on night, swing, or weekend shifts earn a differential set by union agreement or company policy, applied as a rate adder or percentage on qualifying hours.
  8. Per diem processing (Weekly / Biweekly, about 988 hrs/yr) Traveling crews receive per diem for lodging and meals under company or union rules, paid per qualifying day, with taxability depending on how the plan is structured.
  9. Travel pay processing (Weekly / Biweekly, about 988 hrs/yr) Travel time and travel pay between the shop and remote jobs are paid under union agreement or company policy, often by zone or mileage band.
  10. Union fringe calculation (Weekly / Biweekly, about 988 hrs/yr) Union fringe benefits, such as health and welfare, pension, annuity, vacation, and training funds, are calculated per hour worked using each local's rate sheet.
  11. Union dues deduction (Weekly / Biweekly, about 988 hrs/yr) Union working dues are withheld from members' pay as a percentage of gross or a rate per hour under the agreement, supported by signed dues authorizations.
  12. Payroll preprocessing (Weekly / Biweekly, about 988 hrs/yr) Before each payroll, payroll checks imported time, rates, deductions, garnishments, and new hires or terminations, and fixes errors while changes are still cheap.
  13. Payroll run (Weekly / Biweekly, about 988 hrs/yr) Payroll is run weekly for most field crews, calculating gross pay, taxes, deductions, fringes, and net pay, then producing checks, deposits, and the payroll register.
  14. Direct deposit file (Weekly / Biweekly, about 988 hrs/yr) Direct deposit payments are sent as an ACH file to the bank, matching net pay by employee and uploaded before the bank's cutoff for payday.
  15. Payroll tax filing (Weekly / Biweekly, about 988 hrs/yr) Payroll tax deposits and returns, including federal Form 941, state withholding, and unemployment, are filed on their schedules across every state where crews work.
  16. Payroll GL posting (Weekly / Biweekly, about 988 hrs/yr) Payroll costs are posted to the GL and job cost, including wages by job and code, burden, taxes, and fringes, with totals tied to the register.
  17. Certified payroll report (Weekly / Biweekly, about 988 hrs/yr) For public jobs, a certified payroll report goes to the owner each week, listing each worker's classification, hours, rates, deductions, and fringes, signed with a statement of compliance.
  18. LCPtracker upload (Weekly / Biweekly, about 988 hrs/yr) Many public owners require weekly certified payroll data uploaded to LCPtracker or a similar compliance portal, with worker identity, classification, hours, rates, and fringes for each project.
  19. Union report preparation (Weekly / Biweekly, about 988 hrs/yr) Monthly union reports list each member's hours and contributions by fund for each local, submitted to the trust fund administrators by their due dates.
  20. Union benefit remittance (Weekly / Biweekly, about 988 hrs/yr) Union benefit contributions are remitted to each trust fund with the monthly report by the fund's due date; late or short payments can bring interest, liquidated damages, and fund audits.
  21. New hire reporting (Weekly / Biweekly, about 988 hrs/yr) Each new hire is reported to the state directory of new hires within that state's deadline, with the employee's identifiers and the employer's federal and state account numbers.
  22. Benefit enrollment (Weekly / Biweekly, about 988 hrs/yr) Eligible employees enroll in health, dental, retirement, and other benefits during their eligibility window or open enrollment, and elections are entered in payroll and carrier portals.
  23. PTO processing (Weekly / Biweekly, about 988 hrs/yr) PTO requests are approved by supervisors, recorded in timekeeping, and paid through payroll, with balances accrued and capped under company policy or the union agreement.
  24. Leave administration (Weekly / Biweekly, about 988 hrs/yr) Leave under FMLA, state family and medical leave laws, or company policy is tracked for eligibility, required notices, leave dates, and return to work in the HR file.
  25. Employee transfer between jobs (Weekly / Biweekly, about 988 hrs/yr) When workers move between jobs, their job assignment, pay rate, union, workers comp class, and tax state may change and must be updated before time posts.
  26. Termination/offboarding (Weekly / Biweekly, about 988 hrs/yr) When employees leave, payroll processes final pay within the state's deadline, benefits end, company equipment and tools are returned, and system access is removed.
  27. Training assignment (Weekly / Biweekly, about 988 hrs/yr) Required safety and job training, such as OSHA 10 or 30, fall protection, and equipment operation, is assigned to employees by role and tracked to completion.
  28. License/certification expiration tracking (Weekly / Biweekly, about 988 hrs/yr) Licenses and certifications such as CDLs, crane operator certifications, welding certs, and first aid cards are tracked for expiration so no worker performs work uncertified.
  29. Drug test/background check administration (Weekly / Biweekly, about 988 hrs/yr) Pre-employment, random, post-incident, and reasonable-suspicion drug tests and background checks are ordered and recorded under company policy and owner site requirements.
  30. Cost code/job allocation review (Daily / Weekly, about 546 hrs/yr) Project accountants review labor hours charged by job and cost code for misallocation, such as hours posted to closed codes or to jobs where the crew was not working.
  31. Payroll reconciliation (Daily / Weekly, about 546 hrs/yr) Payroll registers are reconciled with approved timecards, GL postings, tax liabilities, and bank debits, so every dollar of gross, net, tax, and fringe is accounted for.
  32. Davis-Bacon compliance review (Daily / Weekly, about 546 hrs/yr) Payroll reviews certified jobs for Davis-Bacon compliance: rates at or above the wage determination, correct classifications, registered apprentice ratios, and overtime under the Contract Work Hours and Safety Standards Act.
  33. Workers compensation class review (Daily / Weekly, about 546 hrs/yr) Workers compensation class codes are reviewed for each employee and job, since misclassification changes premium and triggers findings at the carrier's payroll audit.
  34. Employee onboarding (Per event / project, about 150 hrs/yr) A new hire starts the onboarding packet: offer letter, W-4, state withholding form, direct deposit form, and Form I-9, whose Section 2 is due within three business days of the start date.
  35. Employee craft/class setup (Per event / project, about 150 hrs/yr) Each craft employee is set up with a craft and class, such as carpenter foreman or third-period apprentice, which drives pay rate, union fringes, workers compensation class, and certified payroll classification.
  36. Pay rate setup (Per event / project, about 150 hrs/yr) Pay rates are entered for each employee by craft, class, and shift, and updated when agreements, prevailing wage determinations, or promotions change them on a set effective date.
  37. Prevailing wage setup (Per event / project, about 150 hrs/yr) For public projects, payroll loads the applicable Davis-Bacon or state prevailing wage determination, with each classification's base rate and fringe, onto the job before labor posts.
  38. Certified payroll setup (Per event / project, about 150 hrs/yr) Jobs that require certified payroll are flagged, with the report format, submission method, owner contact, project number, and weekly deadline recorded so no week is missed.

Preconstruction & Project Setup (29)

about 6,264 hrs/yr

  1. Prime contract review (Daily / Weekly, about 546 hrs/yr) The PM and legal read the owner contract for payment terms, retention, notice periods, change procedures, liquidated damages, indemnity, and flow-down clauses, and write a risk summary for operations.
  2. Estimate-to-budget reconciliation (Daily / Weekly, about 546 hrs/yr) Project controls reconcile the estimate to the ERP budget line by line, confirming each estimate item landed in the correct cost code and every buyout adjustment is documented with a reason.
  3. Forecast baseline (Daily / Weekly, about 546 hrs/yr) At the start, each cost code's forecast equals its original budget.
  4. Contract award intake (Per project, about 216 hrs/yr) A notice of award or signed contract arrives by email or owner portal.
  5. Original budget import (Per project, about 216 hrs/yr) The approved estimate becomes the original budget by cost code and cost type, keyed or imported into the ERP so the budget ties exactly to contract value less planned fee.
  6. Project team assignment (Per project, about 216 hrs/yr) Operations assigns the PM, project engineer, superintendent, and project accountant to the new job, and records them in the ERP job record, the project platform, and the company staffing plan.
  7. Owner master validation (Per project, about 216 hrs/yr) Before the first billing, accounting confirms the owner record is right: legal name, billing address, tax status, payment terms, and billing contact, all checked against the contract and owner documents.
  8. RFI log initialization (Per project, about 216 hrs/yr) At job start, the project engineer sets up the RFI log with numbering, default reviewers by discipline, response periods taken from the contract, and distribution lists.
  9. Drawing log initialization (Per project, about 216 hrs/yr) The contract drawing set is loaded as the first issue of the drawing log, recording each sheet number, title, discipline, revision, and issue date.
  10. Permit log initialization (Per project, about 216 hrs/yr) Every permit the job needs, from building and grading to encroachment, demolition, and street use, is listed with agency, application date, status, and expiration so none are missed.
  11. Startup meeting preparation (Per project, about 216 hrs/yr) The PM prepares the internal kickoff and the owner preconstruction meeting: agenda, contract summary, team roster, key dates, submittal requirements, and site logistics.
  12. Project execution plan (Per project, about 216 hrs/yr) The project execution plan records how the job will be run: organization, schedule approach, procurement, quality, safety, communication, and reporting, and operations leadership approves it.
  13. Cash flow baseline (Per project, about 216 hrs/yr) Project controls build the baseline cash flow curve from the schedule of values, the cost-loaded schedule, retention, and payment terms, forecasting monthly billings and payments over the job's life.
  14. Cost-to-complete baseline (Per project, about 216 hrs/yr) At job start, cost to complete for each cost code is set to budget less committed and actual cost, giving the first remaining-cost picture for monthly forecasting.
  15. Project setup in ERP (Per event / project, about 150 hrs/yr) Project accounting creates the job from the approved setup form: job number, customer, contract, cost codes, billing method, tax, retention, and team members, before any cost can post against it.
  16. Job number creation (Per event / project, about 150 hrs/yr) Accounting assigns the job number under the company convention for division, year, and job type, and confirms no active or closed job already carries that number.
  17. Cost code/WBS setup (Per event / project, about 150 hrs/yr) The job's cost codes or work breakdown structure are built from the company standard list and the estimate, with cost types for labor, material, subcontract, equipment, and other.
  18. Project directory creation (Per event / project, about 150 hrs/yr) The project directory lists every company on the job, including owner, architect, engineers, subcontractors, and suppliers, with contacts, roles, and the distribution groups used for RFIs, submittals, and transmittals.
  19. Document folder setup (Per event / project, about 150 hrs/yr) Each new job gets the standard folder structure on SharePoint or the project platform for contracts, drawings, submittals, RFIs, photos, and closeout, with access permissions set by role.
  20. Project platform setup (Per event / project, about 150 hrs/yr) The admin configures the job in Procore or Autodesk Construction Cloud: enabled tools, approval workflows, numbering, distribution lists, and the ERP integration mapping for cost codes and commitments.
  21. Billing terms setup (Per event / project, about 150 hrs/yr) Project accounting sets how the job bills: progress, unit price, T&M, or cost-plus, with pay application date, billing format, owner approval routing, and payment terms taken from the contract.
  22. Retention setup (Per event / project, about 150 hrs/yr) Retention percentages for the owner contract and each subcontract are entered, including any reduction at a set completion point and whether stored materials carry retention.
  23. Tax setup (Per event / project, about 150 hrs/yr) Accounting sets the job's sales and use tax treatment from project location, contract type, and owner exemption status, including tax codes and any exemption certificates received.
  24. Insurance/bond requirement setup (Per event / project, about 150 hrs/yr) Contract insurance limits, additional insured wording, and payment and performance bond details are recorded, so subcontract requirements flow down and compliance can be tracked from day one.
  25. Schedule of values setup (Per event / project, about 150 hrs/yr) The schedule of values splits the contract sum into billing lines agreed with the owner or architect, and it becomes the basis of every progress billing on the job.
  26. Baseline schedule creation (Per event / project, about 150 hrs/yr) The scheduler builds the baseline CPM schedule in P6 or MS Project from contract milestones, estimated durations, and procurement lead times, and submits it to the owner for acceptance.
  27. Procurement schedule creation (Per event / project, about 150 hrs/yr) The procurement schedule lists every purchased item and subcontract with submittal dates, review durations, fabrication lead times, and required-on-site dates tied to the construction schedule.
  28. Submittal register creation (Per event / project, about 150 hrs/yr) The project engineer builds the submittal register from the specification sections, listing every product data, shop drawing, sample, and closeout submittal with its responsible subcontractor.
  29. Long-lead register creation (Per event / project, about 150 hrs/yr) Items with long fabrication or delivery times, such as switchgear, elevators, structural steel, and curtain wall, are tracked from the start with order-by dates tied to the schedule.

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