Office Manager

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Job ID#: 41521

Office Manager
Contract to Hire
Growing Company in 77082 Zip!
Hybrid schedule with Fri remote
to $25 hourly

•    Open, maintain, and close the office each business day; ensure the reception, workspaces, and conference room are professional and presentable.
•    Answer inbound phone calls, greet visitors, and route inquiries to the appropriate team member.
•    Manage the general inbox, mail, deliveries, shipping (FedEx/UPS), and courier coordination.
•    Maintain office supply inventory and place replenishment orders within approved budget.
•    Coordinate travel, lodging, rental vehicles, and per-diem tracking for inspectors on multi-day field assignments.
•    Coordinate with IT, telecom, and facility vendors on service requests and routine maintenance.
  Work Order and Records Administration
•    Log new work orders in the client work-order Excel workbook and generate the standardized one-page work order for release.
•    Track work-order status from initiation through completion, invoicing, and closure.
•    Receive and file inspector submissions using work-order number convention in the email subject line.
•    Confirm delivery of client reports and archive final deliverables in the appropriate project folder.
•    Maintain organized electronic and hard-copy files for work orders, inspector reports, Material Test Reports (MTRs), and client documentation.
 Quality System and Document Control
•    Support the ISO/IEC 17020 controlled document system, including version control, distribution logs, and release records.
•    Maintain the master document index and assist with periodic document review cycles.
•    Prepare, format, and proof letters, proposals, reports, and audit packages in Microsoft Word and Excel.
•    Assist Operations and QA with management-review preparation, corrective-action logs, and record retention.
Client, Vendor, and Contractor Coordination
•    Serve as the first point of contact for clients, subcontractors, and 1099 inspectors.
•    Track inspector availability, certifications, and expiration dates including medical, visual acuity (Jaeger J2), and technical qualifications.
•    Coordinate onboarding paperwork for new contractors — independent contractor agreements, W-9s, certificates of insurance, and orientation materials.
•    Follow up on outstanding client documents, purchase orders, and signed work authorizations.
 Bookkeeping and Accounts Administration
•    Prepare and issue client invoices on a defined cadence; track accounts receivable and follow up on aged balances.
•    Review and process inspector timesheets and expense reports; reconcile against work orders prior to payroll or accounts payable submission.
•    Maintain vendor bills, receipts, and credit-card documentation for the bookkeeper or external accountant.
•    Assist with month-end administrative closeout tasks as directed by the Operations Manager.
Human Resources Support
•    Maintain personnel and contractor files in compliance with applicable retention requirements.
•    Support insurance renewals (general liability, workers' compensation, professional liability) and required workplace postings.
•    Assist the Operations Manager with recruiting logistics, interview scheduling, and onboarding administration.
  Executive and Leadership Support
•    Manage calendars, meeting scheduling, and travel arrangements for the Operations Manager and company leadership as needed.
•    Prepare meeting agendas, take minutes, and follow up on action items.
•    Handle confidential information with discretion and professional judgment.
•    Perform additional administrative duties as assigned.
Education and Experience
•    High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
•    Minimum three (3) years of experience in office management, executive administration, or a senior administrative role.
•    Experience in an oilfield, industrial services, engineering, construction, inspection, or professional-services environment strongly preferred.
Technical Skills
•    Advanced proficiency in Microsoft Excel — data entry, formulas, sorting/filtering, tables, and templates.
•    Advanced proficiency in Microsoft Word — formatting, templates, and mail merge.
•    Proficient with Microsoft Outlook, Teams, and cloud file storage (OneDrive/SharePoint or equivalent).
•    Familiarity with QuickBooks or comparable accounting software preferred.
 

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