Office Administrator

Job Description Job Description Job Title: Office Administrator & Secretary Company: Doyle & Wachtstetter, Inc. Location: Clute, TX Employment Type: Full-Time Position Overview: Doyle & Wachtstetter, Inc. is seeking a detail-oriented and highly organized Office Administrator & Secretary to support the daily operations of our surveying and mapping firm. This role is crucial in managing administrative tasks, job cost tracking, document preparation, and office coordination while ensuring efficiency and compliance with internal procedures. Key Responsibilities: Administrative & Office Management: Answer and direct calls professionally, take messages, and ensure proper follow-ups. Manage office supplies, including ordering and restocking. Maintain filing systems, including digital and physical job folders. Process mail, packages, and courier deliveries. Maintain cleanliness and organization in the office and common areas. Job & Financial Coordination: Track job costs, create Excel spreadsheets, and run cost reports. Log job details into Google Docs, ensuring proper categorization by survey type. Manage monthly TDECU statements, coding receipts, and running profitability reports. Process invoices and transmittal letters for project managers. Human Resources & Employee Onboarding: Assist with onboarding new employees, including preparing employee manuals and ensuring ERISA documents are completed. Track employee absences using crew sheets and maintain records in an absentee binder. Facilitate insurance enrollment and ensure employees receive enrollment paperwork. Maintain updated records of safety compliance, OSHA forms, and EMR rates. Client & Vendor Coordination: Process and file payables received from the accounting office. Order Certificates of Insurance and provide W-9 forms to clients as needed. Assist with pre-qualification requests and maintain compliance with client safety sites. Facilitate the processing of vacation requests and maintain scheduling records. Surveying & Field Crew Support: Distribute and log daily crew sheets, ensuring communication between supervisors and field staff. Maintain vehicle gas receipts, log mileage, and track truck maintenance records. Assist in cataloging closed file folders and maintaining organized survey records. Qualifications & Skills: Strong organizational and multitasking skills with attention to detail. Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Google Docs. Experience in bookkeeping, data entry, or financial tracking preferred. Excellent written and verbal communication skills. Ability to maintain confidentiality and handle sensitive information. Experience in the surveying or construction industry is a plus but not required. Benefits: Competitive salary based on experience. Health insurance options after 90 days of employment. Paid time off and holiday benefits. Opportunity to work in a professional, team-oriented environment. If you are a motivated and organized professional looking to contribute to a dynamic team, we encourage you to apply for this position! This is not a work from home position. Background and random drug testing required. Company Description Industrial, Residential, & Commercial Land Surveying & Mapping located in Clute Texas Company Description Industrial, Residential, & Commercial Land Surveying & Mapping located in Clute Texas