What are the responsibilities and job description for the Office Manager position at A-Mark Pest & Bird Management?
About Us
We are a specialized industrial pest and bird management company servicing high-risk environments, including refineries and heavy industrial facilities. Our work requires strict compliance, attention to detail, and seamless coordination between field crews and client requirements.
Position Overview
We are seeking a highly organized, detail-driven Office Manager to oversee daily administrative operations and ensure full compliance with refinery and industrial site requirements. This role is critical to keeping our field teams mobilized, credentialed, and on schedule.
The ideal candidate is extremely detail-oriented, reliable, and takes full ownership of their responsibilities. If you thrive on structure, accuracy, and accountability—this role is for you.
Key Responsibilities
Compliance & Badging
- Manage and track all employee credentials and site access requirements
- Handle DISA background checks, drug screenings, and ongoing compliance
- Coordinate refinery badging, renewals, and site-specific onboarding
- Maintain up-to-date records for all field personnel across multiple sites
- Ensure zero lapses in compliance that could impact operations
Operations Support
- Schedule and coordinate field crews across multiple industrial sites
- Communicate with clients regarding access, scheduling, and documentation
- Prepare and submit required paperwork for refinery entry
- Track job progress and assist with reporting
Administrative Management
- Maintain organized digital and physical filing systems
- Handle invoicing, work orders, and internal documentation
- Monitor emails, calls, and client communications with urgency and professionalism
- Support leadership with reporting, tracking, and process improvements
Requirements
- Experience in office management, operations coordination, or administrative leadership
- Strong familiarity with DISA, background screening, and refinery/industrial badging processes (required)
- Exceptional attention to detail and organizational skills
- Ability to manage multiple deadlines without letting anything slip
- High level of accountability and reliability—this role cannot have gaps
- Strong communication skills (written and verbal)
- Proficiency in Microsoft Office / Google Workspace
Preferred Experience
- Experience working with refineries, plants, or industrial contractors
- Knowledge of safety compliance environments (OSHA, site-specific protocols)
- Background in service-based or field operations businesses
What We’re Looking For
- Someone who does not miss details—ever
- Highly structured, process-driven, and proactive
- Takes ownership and follows through without needing reminders
- Calm under pressure and able to juggle multiple moving parts
- Trustworthy and consistent—someone we can depend on daily
Job Type: Full-time
Pay: $23.00 - $30.00 per hour
Expected hours: 40 – 45 per week
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Life insurance
- Paid time off
Work Location: In person
Salary : $23 - $30