Office Manager

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

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.

• 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.

• 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.

• Primarily office-based in The Woodlands, Texas, with occasional schedule flexibility for travel or executive commitments.
• Handles sensitive company, employee, customer, and vendor records.