Office Manager

Job Description

Job Description

Office Manager
Employment Type: Part-Time
Location: The Woodlands, Texas
Hours: 20–25 hours per week, between 9:00 a.m. and 2:00 p.m., depending on business needs

Position Summary
Provide executive support to the company’s leadership team while managing assigned administrative processes that support daily operations and business growth. This position is a hybrid between an Office Manager and Executive Assistant supporting the president.

Key Responsibilities

• Executive Support: Manage assigned executive calendars, meeting arrangements, agendas, correspondence, and follow-up logs. Prepare and organize materials while maintaining confidentiality.
• Travel Coordination: Coordinate approved travel, lodging, itineraries, and expense documentation for leadership and field personnel in accordance with company purchasing and travel guidelines.
• Customer Onboarding: Administer customer onboarding documentation, including setup forms, W-9 requests, contact information, and required supporting records. Enter approved information and route incomplete items to the responsible owners.
• Vendor Onboarding: Administer vendor onboarding records, including W-9s, contact information, insurance documents, and approved setup information. Route purchasing, payment terms, and vendor approval decisions to Procurement and Accounting.
• Certificate of Insurance (COI) Administration: Coordinate COI requests, insurance document distribution, renewal reminders, and communication with designated brokers or internal owners. Maintain accessible records of required documents and expiration dates.
• Records and Document Management: Maintain controlled office records, approved forms, templates, contract documentation, and administrative procedures. Track signatures and document status without assuming contract approval authority.
• Office and Facilities Management: Manage office supplies, approved office service providers, routine facilities requests, mail, and administrative onboarding logistics for new employees.
• Administrative Workflow Coordination: Maintain an administrative request list with priorities, due dates, and estimated workload. Escalate conflicting assignments to the designated supervisor for resolution.
• Process Improvement and Documentation: Document recurring workflows, develop backup coverage, and recommend improvements that reduce duplicate data entry and unnecessary administrative handoffs.

Qualifications

• At least 3 years of experience in executive support, office administration, or office management; experience in an industrial environment or growing small business preferred.
• Excellent organizational skills, written communication, follow-through, and discretion, with the ability to coordinate multiple deadlines without losing attention to detail.
• Proficiency with calendars, spreadsheets, document management, and business systems; Zoho or comparable ERP/CRM experience preferred.
• Experience with customer or vendor setup documentation, travel coordination, and insurance records preferred.
• Ability to establish clear work priorities, maintain professional boundaries, and improve administrative processes.
• Business or administrative education preferred; equivalent experience accepted.

Schedule and Working Conditions

• Primarily office-based in The Woodlands, Texas, with occasional schedule flexibility for travel or executive commitments.
• Handles sensitive company, employee, customer, and vendor records.

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