OFFICE MANAGER (5488)

Drug-Free Workplace| DOT-Compliant| Pre-Employment and Random Testing Required

The Office Manager supports Company operations by maintaining office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.

RESPONSIBILITIES
 

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image
• Supervises and coordinates overall activities for office administration
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
• Purchases office supplies, furniture, equipment, etc. for regional office in accordance with Company purchasing policies and budgeting restrictions
• Supervises maintenance of office equipment
• Enters accounts payable and matches purchase order numbers to AP
• Assigns PO numbers
• Daily updating and review of Wennsoft field ticketing software for E. Texas
• Tracking and recordkeeping of treat sheets until Wennsoft field ticketing software is fully implemented
• Responsible for facilities day-to-day operations
• Participates as needed in special department projects
• Greets and assists external visitors and guests upon entry to facility
• Responsible for answering Company’s main line and directing all calls during established office hours
• Manages and routes incoming & outgoing correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications
• Coordinates meetings and conferences for internal operations
• Opens, sorts, and distributes incoming correspondence to the appropriate staff
• Prepares and receives shipments
• Daily managing, processing, handling, and data entry of documents, files, forms, and requests
• Prepares reports and handles information requests
• Assists Corporate Human Resources and DOT in document management and processing of all regional new hires and other necessary correspondence
• File and retrieve documents, records, and reports
• Retrieve sensitive information with the highest degree of confidentiality and protect it as such if required
• Prepare responses to correspondence containing routine inquiries
• Maintains office supply inventory by checking stock to determine inventory level, as well as placing supply orders
• Follow-up with tasks from assigned managers

• Serves as a liaison with other departments, districts, vendors, and customers
• Other duties as assigned.  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

SKILL REQUIREMENTS

• Strong attention to detail, highly organized, and deadline-driven
• Ability to analyze, research, and reconcile discrepancies
• Ability to maintain a high degree of confidentiality with exposure to sensitive matters
• Ability to travel periodically and available for extended hours as business dictates with the ability to travel by means designated by Company (Air, Auto, Train, Boat, etc.) 
• Capable of making decisions autonomously in regards to office/facilities management and staff inquiries
• Excellent communication skills, both oral and written

• Above-average proficiency with all Microsoft Office applications (particularly Excel), Navision, Wennsoft and other applications as required
• Ability to interact effectively with all levels of employees
• Exceptional problem-solving skills

• Must be a team player and have a go-getter attitude
• Needs little direction to complete tasks; can dictate degree of direction needed to complete tasks
• Must be able to work established office operational hours as designated by Company

EDUCATION/EXPERIENCE

• High School Diploma
• Associates or Bachelor’s Degree in Business Management preferred
• Minimum 1 year experience in a fast-paced, corporate office environment
• Oilfield servicing or chemical production industry experience a huge plus

PHYSICAL DEMANDS

• Requires the ability to sit for potentially long periods of time throughout the workday.
• Manual dexterity and vision sufficient to operate computer systems for potentially long

periods of time without experiencing abnormal hand, wrist or eye strain.

• Hearing sufficient to understand conversations, both in person and on the telephone.
• Occasional filing and lifting up to 20 lbs.