Office Administrator

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

Founded in 1998, Professional Alternatives is an award-winning recruiting and that utilizes technology and relationships to deliver top talent.  Connect with us today!