Office Administrator

Office Administrator

PIPECARE Group is looking for an experienced Office Administrator to join our team in Houston. By providing technology and service focused solutions to the international arena of the oil and gas industry, the PIPECARE Group of companies has been helping our customers ensure the integrity of their pipeline and facility assets for over 20 years. Industry/sector: Oil & Gas / In Line Inspection services. The Office Administrator is responsible for managing day-to-day office operations, coordinating logistics for field crews and project teams, supporting HR and finance administration, and ensuring the office functions efficiently as a hub for Americas-based operations. The right candidate will be comfortable working in an oil field or industrial services environment, dealing with the pace and unpredictability that comes with it, and taking ownership of problems without waiting to be asked.

Key Responsibilities & Authorities

Office Operations:

• Manage the day-to-day running of the Katy office including facilities, supplies, equipment, and vendor relationships.
• Coordinate meeting rooms, visitor logistics, and general office environment standards.
• Oversee mail, courier, and document management processes.
• Maintain office lease, utilities, and service contracts; liaise with building management as required.
• Ensure compliance with workplace health, safety, and fire safety requirements.

Field & Project Logistics Support:

• Coordinate crew travel, accommodation, and mobilisation logistics for field assignments across the Americas.
• Manage vehicle pool, equipment check-in/out registers, and PPE inventory.
• Support project teams with purchase order processing, expense claims, and supplier coordination.
• Liaise with field supervisors and project coordinators to anticipate logistics needs ahead of mobilisations.

HR & People Administration:

• Support onboarding and offboarding processes for Houston-based and travelling employees.
• Maintain accurate employee records, training certifications, and compliance documentation.
• Coordinate drug and alcohol testing, background checks, and medical clearances as required.
• Track leave, overtime, and timesheet submissions; liaise with payroll as needed.
• Act as a first point of contact for routine employee queries on policies, benefits, and office matters.

Finance & Procurement Administration:

• Process invoices, purchase orders, and expense reports; code transactions to correct cost centres.
• Maintain petty cash and manage office budget tracking.
• Liaise with the finance team on vendor payments, credit card reconciliations, and month-end close requirements.
• Manage office supply procurement and maintain preferred vendor lists.

Communications & Administration:

• Provide administrative support to the Regional Manager and senior leadership as required.
• Draft correspondence, prepare reports, and maintain filing systems.
• Support preparation of client-facing documents, proposals, and presentations.
• Coordinate internal events, staff meetings, and team activities.

Requirements

Essential:

• Minimum 3 years of experience in an office management, operations coordinator, or senior administrative role
• Background in a service-oriented environment (field services, technical services, contracting, or similar)
• Demonstrated ability to manage multiple competing priorities without dropping the ball
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Confident communicator, both written and verbal, with a professional and positive manner
• Right to work in the United States without sponsorship

Preferred:

• Prior experience in an oilfield, pipeline, energy services, or industrial services company.
• Familiarity with field crew logistics, including travel coordination and mobilisation workflows.
• Experience with basic HR administration processes (onboarding, records management, compliance tracking).
• Exposure to procurement and basic accounts administration in a small-to-mid-sized office environment.
• Experience using an ERP or HRIS system (any platform considered).

Key Competencies:

• Takes ownership and follows through without needing to be chased.
• Adapts quickly when plans change, as they often do in field services.
• High attention to detail while maintaining a practical, solutions-focused outlook.
• Builds strong working relationships across technical, operational, and commercial teams.
• Handles sensitive information with discretion and professionalism.
• Proactively identifies problems and resolves them before they escalate.

What We Offer

• Competitive salary commensurate with experience
• Health, dental, and vision benefits
• Paid time off and company holidays
• A varied, fast-paced role with real responsibility from day one
• Exposure to international operations across a growing global business
• Stable, family-owned business with a long-term growth outlook Part time and flex-work considered

Physical and Mental Requirements:

• Lifting and Carrying: Ability to lift and carry up to 50 pounds.
• Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
• Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
• Focus and Multitasking: Ability to maintain focus and multitask effectively.
• Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
• Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.

About PIPECARE Group

PIPECARE Group offers comprehensive In-Line Inspection Services to identify and size pipeline threats, Utilizing advanced technologies such as Magnetic Flux Leakage, Transverse Field Inspection, Ultrasound, and specialized tools, PIPECARE ensures precise detection and assessment of various pipeline anomalies.

What we do:

In-Line Inspection Services

PIPECARE provides In-Line Inspection Services to locate, identify, and size threats, supporting integrity management requirements.

Equal Opportunity Employer: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.