Office Manager

Expansa; Texas; On-site; USD 28,000 - 39,000; Part time

Job summary

Expansa seeks an experienced Office Manager to support the leadership team in The Woodlands, Texas. This hybrid role combines office management with executive assistance, focusing on confidential administrative processes and daily operations.

The ideal candidate has 3+ years of executive support or office management, strong organizational skills, and experience with calendars, spreadsheets, and ERP/CRM systems. Part-time schedule offers flexibility within a professional office setting.

Qualifications

• 3+ years of executive support or office management experience.
• Strong organizational skills and discretion.
• Experience with calendars, spreadsheets, and document management.
• Experience with ERP/CRM systems preferred.

Responsibilities

• Manage executive calendars, meetings, agendas, correspondence, and confidential materials.
• Coordinate travel, lodging, and expenses for leadership.
• Administer customer onboarding documentation and data entry.
• Administer vendor onboarding records and procurement routing.
• Coordinate COI administration and renewals with brokers.
• Maintain controlled office records, forms, templates, and contract docs.
• Manage office supplies and facilities and onboarding logistics.
• Coordinate administrative requests and escalate as needed.
• Document workflows and suggest process improvements.

Skills

Executive support

Office administration

Office management

Attention to detail

Discretion

Written communication

Education

Business or administrative education

Tools

Zoho CRM

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.