To Apply for this Job Click Here
Job ID#: 41521
Office Administrator
Contract to Hire
Growing Company – Hybrid Schedule
Location: West Houston, Zip Code 77082
Pay up to $25 hourly
Essential Job Duties – Office Operations:
- Open, maintain, and close the office each business day
- 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.
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.
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.
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.
Work Schedule: Onsite Monday through Friday, 8:00 AM-5:00 PM, Friday remote with same schedule
