Office Administrator

Position Title:
Office Administrator

Department:
Operations

Location:
Midland/Odessa, TX

Classification:
Non - Exempt

The Office Administrator provides support to the Unconventional Operations Manager and onsite staff as needed handling a wide range of administrative and support tasks to ensure the smooth and efficient operation of the office. The Office Administrator will be responsible for managing safety functions, assets, job scheduling and coordination, communication and support, and records management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Create work orders for incoming projects.
• Input data into Iron Trac as it is received from the field.
• Create jobs and assign assets accordingly in Iron Trac.
• Maintain recertification schedule as related to assets in Iron Trac.
• Issue parts requisitions.
• Order supplies for the office and workshop.
• Prepare quotes for upcoming work.
• Ensure that the worksite is compliant with all safety standards, including maintaining inspections of fire extinguishers and other relevant safety equipment.
• Maintain availability of all appropriate PPE needed by onsite staff.
• Regularly conduct safety inspections and audits to identify potential hazards and follow up with corrective actions based on these assessments.
• Maintain filing of Job Safety Analysis sheets that are received from the field and from the shop.
• Manage work orders, assigning parts and time, finalizing and closing.
• Assign work orders as Valve Failure reports are emailed in from the field.
• Track mileage and manage maintenance on the vehicles.
• Coordinate with corporate office to create project numbers for new and existing customers.
• Manage invoicing functions as needed.
• Track expenditures and monitor budget.
• Moderate level of housekeeping duties in the office.
• Maintain and audit inventory on a scheduled basis.
• Other duties and responsibilities as assigned and appropriate.

Essential

• High School diploma or equivalent

Essential

• The ability to manage multiple priorities, tasks, and deadlines efficiently and maintain meticulous records.
• Strong written and verbal communication skills, preparing professional correspondence, and facilitating seamless communication across the organization.
• Expertise in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other relevant software like accounting or project management tools.
• Ability to identify and resolve administrative issues, streamline workflows, and improve operational efficiency.
• Accuracy in managing documentation, budgets, and scheduling.
• The ability to work effectively as part of a team and collaborate with various departments.

• Experience with asset management tracking such as Iron Trac.
• Experience with D365 functions.

Gilmore has a Business Ethics Policy (the "Policy") which provides guidance to employees in day-to-day roles, as well as helping the employee and the business always comply with the law. The incumbent must read, understand, and comply with, always, the Policy along with all other corresponding policies, procedures and directives.

• Demonstrate a personal commitment to Quality, Health, Safety and the Environment
• Apply Gilmore, and where appropriate Client Company's, Quality, Health, Safety & Environment Policies and Safety Management Systems
• Promote a culture of continuous improvement, and lead by example to ensure company goals are achieved and exceeded

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift and carry files, packages, boxes weighing up to fifty (50) pounds.
• Natural or corrected vision to read printed materials and computer screen.
• Natural or corrected hearing and speech to communicate in person and over the telephone.
• Capable of properly using standard office equipment, including phone, and a computer with keyboard.
• Ability to wear required Personal Protective Equipment (PPE). Includes steel toed shoes, safety glasses, mask, etc as required.

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Work will mostly be performed indoors in a controlled environment.
• Some exposure to the manufacturing and shop areas with exposure to unusual…