Office Manager

Expansa; The Woodlands (TX); On-site; USD 25,000 - 39,000; Part time

Job summary

Expansa in The Woodlands, Texas, is seeking an Office Manager to provide executive support and oversee administrative operations. This part-time role (20–25 hours/week, 9:00 a.m.–2:00 p.m.) blends office management with executive assistance to the president, ensuring smooth daily activities and organizational efficiency.

Responsibilities include managing calendars, coordinating travel, onboarding customers and vendors, maintaining records, and coordinating COI administration and office services.

Qualifications

• At least 3 years of experience in executive support or office management.
• Strong organizational skills and ability to meet multiple deadlines.
• Proficiency with calendars, documents, and business systems; ERP/CRM experience preferred.
• Experience with customer or vendor setup, travel coordination, and insurance records.

Responsibilities

• Provide executive support: manage calendars, meetings, agendas, and correspondence.
• Coordinate travel, lodging, itineraries, and expense documentation.
• Administer customer onboarding including W-9s and data entry.
• Administer vendor onboarding and route procurement-related decisions.
• Coordinate COI requests and broker communications, maintain records.
• Maintain controlled office records, templates, and contract documents.
• Manage office supplies, service providers, and onboarding logistics.
• Escalate conflicting tasks and coordinate administrative workflow.
• Document recurring processes and suggest improvements.

Skills

Executive support

Calendar management

Travel coordination

Documents management

Vendor onboarding

COI administration

Office administration

Discretion

Communication

Education

Bachelor's degree in business/administration

Tools

Zoho CRM

Office suite

Spreadsheets

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.