Office Manager (Operations)

Professional Alternatives; Houston (TX); Hybrid; USD 25,000 - 34,000; Full time

Benefits offered by this job

Hybrid schedule

Job summary

Professional Alternatives in Houston is seeking an Office Administrator for a contract-to-hire role on a hybrid schedule. The position is based in West Houston (77082) with pay up to $25 per hour.

You will handle office operations, scheduling, invoicing support, document control, vendor coordination, and basic bookkeeping while maintaining confidentiality and professionalism. The ideal candidate has 3+ years of admin experience, strong Excel/Word, and comfort coordinating teams; onsite M-F with

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum three (3) years of experience in office management, executive administration, or a senior administrative role.
• Experience in oilfield/industrial services, engineering, construction, inspection, or professional services environment strongly preferred.

Responsibilities

• Open, maintain, and close the office each business day.
• Answer inbound phone calls, greet visitors, and route inquiries to the appropriate team member.
• Manage the general inbox, mail, deliveries, shipping and courier coordination.
• Maintain office supply inventory and place replenishment orders within approved budget.
• Coordinate travel, lodging, rental vehicles, and per-diem tracking for inspectors on multi-day field assignments.
• Coordinate with IT, telecom, and facility vendors on service requests and routine maintenance.

Skills

Communication skills

Organizational skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook/Teams

QuickBooks

Job description

Office Administrator
Contract to Hire
Growing Company - Hybrid Schedule

Location: West Houston, Zip Code 77082
Pay up to $25 hourly

Essential Job Duties - Office Operations:

• Open, maintain, and close the office each business day
• Answer inbound phone calls, greet visitors, and route inquiries to the appropriate team member.
• Manage the general inbox, mail, deliveries, shipping (FedEx/UPS), and courier coordination
• Maintain office supply inventory and place replenishment orders within approved budget.
• Coordinate travel, lodging, rental vehicles, and per-diem tracking for inspectors on multi-day field assignments.
• Coordinate with IT, telecom, and facility vendors on service requests and routine maintenance.

Leadership Support:

• Manage calendars, meeting scheduling, and travel arrangements for the Operations Manager and company leadership as needed.

• Prepare meeting agendas, take minutes, and follow up on action items.
• Handle confidential information with discretion and professional judgment.
• Perform additional administrative duties as assigned.

Work Order and Records Administration:

• Log new work orders in the client work-order Excel workbook and generate the standardized one-page work order for release.
• Track work-order status from initiation through completion, invoicing, and closure.
• Receive and file inspector submissions using work-order number convention in the email subject line.
• Confirm delivery of client reports and archive final deliverables in the appropriate project folder.
• Maintain organized electronic and hard-copy files for work orders, inspector reports, Material Test Reports (MTRs), and client documentation.

Quality System and Document Control:

• Support the ISO/IEC 17020 controlled document system, including version control, distribution logs, and release records.
• Maintain the master document index and assist with periodic document review cycles.
• Prepare, format, and proof letters, proposals, reports, and audit packages in Microsoft Word and Excel.
• Assist Operations and QA with management-review preparation, corrective-action logs, and record retention.

Client, Vendor, and Contractor Coordination:

• Serve as the first point of contact for clients, subcontractors, and 1099 inspectors.
• Track inspector availability, certifications, and expiration dates including medical, visual acuity (Jaeger J2), and technical qualifications.
• Coordinate onboarding paperwork for new contractors — independent contractor agreements, W-9s, certificates of insurance, and orientation materials.
• Follow up on outstanding client documents, purchase orders, and signed work authorizations.

Bookkeeping and Accounts Administration:

• Prepare and issue client invoices on a defined cadence; track accounts receivable and follow-up on aged balances.
• Review and process inspector timesheets and expense reports; reconcile against work orders prior to payroll or accounts payable submission.
• Maintain vendor bills, receipts, and credit-card documentation for the bookkeeper or external accountant.
• Assist with month-end administrative closeout tasks as directed by the Operations Manager.

Human Resources Support:

• Maintain personnel and contractor files in compliance with applicable retention requirements.
• Support insurance renewals (general liability, workers' compensation, professional liability) and required workplace postings.
• Assist the Operations Manager with recruiting logistics, interview scheduling, and onboarding administration.

Education and Experience:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum three (3) years of experience in office management, executive administration, or a senior administrative role.
• Experience in an oilfield, industrial services, engineering, construction, inspection, or professional services environment strongly preferred.

Technical Skills:

• Advanced proficiency in Microsoft Excel - data entry, formulas, sorting/filtering, tables, and templates.
• Advanced proficiency in Microsoft Word - formatting, templates, and mail merge.
• Proficient with Microsoft Outlook, Teams, and cloud file storage (OneDrive/SharePoint or equivalent).
• Familiarity with QuickBooks or comparable accounting software preferred.

Work Schedule: Onsite Monday through Friday, 8:00 AM-5:00 PM, Friday remote with same schedule

Founded in 1998, Professional Alternatives is an award-winning recruiting and staffing agency that utilizes technology and relationships to deliver top talent.