Office Administrator

ZAP Construction OFFICE ADMINISTRATOR Odessa, TXWHO WE AREZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. Our Odessa, Texas field office and yard is home base for ZAP’s construction crews working across the Permian Basin, and we execute projects across North America, spanning from California to Florida and Canada down to Mexico.

Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of extensive facilities. ZAP operates at a fast pace while providing a team-centric approach to our work.

We are looking for the person who runs the front of our Odessa office — the first face every crew member, vendor, and applicant sees, and the one who makes sure the building, the yard, the bills, and the new-hire paperwork are handled before anyone has to ask. If you like being the person everyone counts on to know where things stand, we want to talk.

THE OPPORTUNITY The Office Administrator is the first point of contact at ZAP’s Odessa field office. You answer the phones, greet the crews, vendors, clients, and applicants who come through the door, and keep the front of the office running. You also own the office and the yard on the business side — paying the building and yard bills, ordering supplies, managing the cleaning crew, and getting repairs and services scheduled.

From there the role extends into new-hire onboarding — new-hire paperwork, pre-employment drug screens, and working with the safety team to set up safety orientation and training — into procurement and fleet support, where you work with our procurement specialist on buying and receiving materials and help keep the fleet running, and into data entry and crew time, where you enter and check crew time so payroll runs clean.

This is an office-based position at our Odessa, Texas field office working Monday through Friday, 8:00 AM to 5:00 PM, reporting directly to the VP of Construction.

POSITION DETAILS

Reports To:

VP of Construction Direct Reports:

NoneFLSA Status:

Non-Exempt

Location:

Odessa, TX — field office and yard Travel:

Minimal — local errands to vendors, suppliers, and the clinic

Department:

Construction Operations WHAT YOU WILL DO Reception & First Point of Contact (Primary Focus)
Answer and direct incoming calls professionally, take accurate messages, and make sure every caller gets to the right person.

Greet everyone who comes through the door — crew members, vendors, delivery drivers, clients, and applicants — and get them where they need to go.

Manage visitor and vendor check-in, and keep the front office and reception area clean, organized, and professional.

Receive and distribute mail, packages, and deliveries, and coordinate shipping and couriers.

Communicate with crews, applicants, and vendors in English and Spanish as needed.

Office & Yard Management Own the day-to-day running of the Odessa office and yard — the go-to for anything the building needs.

Pay and track the office and yard bills — utilities, services, and vendor invoices — and get them coded, approved, and paid on time.

Order and stock office supplies, breakroom supplies, and PPE, and keep inventory so nothing runs out.

Schedule and manage the cleaning crew and hold them to the standard.

Coordinate maintenance and repairs with vendors and service providers — HVAC, plumbing, office equipment, security, and yard services — and follow up until the work is done.

Keep vendor contacts, service agreements, and the building issues log organized and current.

New-Hire Onboarding Prepare and process new-hire paperwork — I-9, W-4, direct deposit, emergency contacts, and policy acknowledgments — and confirm every file is complete before day one.

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