Office Manager

Expansa; The Woodlands (TX); Sur place; USD 28 000 - 41 000; Temps partiel

Résumé du poste

Expansa in The Woodlands, Texas, is seeking a part-time Office Manager who blends executive support with administrative management. This hybrid role supports the president and coordinates calendars, travel, onboarding, and vendor records.

You will maintain confidential files, manage office supplies, and streamline administrative workflows. Regular hours are 9:00 a.m.–2:00 p.m. with 20–25 hours weekly, requiring discretion and strong organizational skills.

Qualifications

• 3+ years in executive support or office management; industrial environment preferred.
• Excellent organizational skills, written communication, follow-through, and discretion.
• 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.

Responsabilités

• Manage executive calendars, meeting arrangements, agendas, correspondence, and follow-up logs. Prepare materials with confidentiality.
• Coordinate approved travel, lodging, itineraries, and expense documentation for leadership and field personnel.
• Administer customer onboarding documentation and routing of information to responsible owners.
• Administer vendor onboarding records including W-9s, insurance docs, and setup information; route approvals to Procurement and Accounting.
• Coordinate COI requests, insurance document distribution, renewal reminders, and communication with brokers or internal owners.
• Maintain controlled office records, templates, contract documentation, and administrative procedures; track signatures and status.
• Manage office supplies, approved service providers, facilities requests, mail, and onboarding logistics for new employees.
• Maintain an administrative request list with priorities, due dates, and workload estimates; escalate conflicts.

Connaissances

Executive support

Office administration

Calendar management

Documentation management

Travel coordination

Vendor onboarding

CRM/ERP systems

Communication

Formation

Business administration

Outils

Zoho

Description du poste

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.

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.