Office Administrator (71321)

Houston, MS - USA

Monthly Salary: Not Disclosed

Posted on: 3 days ago

Vacancies: 1 Vacancy

Job Summary

Description

The Office Administrator plays a critical role in supporting daily operations and ensuring efficient administrative processes within the TXX office. This role is responsible for payroll processing project setup invoice routing office management and supporting project managers and leadership with administrative and operational needs. The ideal candidate is highly organized detail-oriented and able to manage multiple responsibilities while maintaining smooth office operations.

Key Responsibilities

Payroll Processing

Process weekly payroll through HH2 ensuring accurate placement of employee hours.
Manually input travel time and per diem for field technicians.
Verify correct job numbers and cost codes are assigned to technician timecards and make adjustments when necessary.

HH2 System & Job Setup

Enter new projects into HH2 once they are activated in NetSuite including assigning appropriate cost codes.
Maintain user access by creating login accounts for new Operations and Management team members and removing accounts for departing employees.

Accounts Payable Coordination (Stampli)

Ensure all invoices received via email or mail are forwarded to the Accounts Payable department for upload into Stampli.
Monitor the TXX queue in Stampli daily and route invoices to the appropriate approvers with accurate job numbers and cost codes.

Project Support

Assist Project Managers with job setup and logistical needs including:
- Sourcing affordable housing for out-of-town projects within budget estimates
- Coordinating permits
- Arranging port-a-lets dumpsters equipment rentals and other job-related resources

Office Operations

Coordinate office maintenance services such as cleaning waste management and alarm system setup in accordance with lease requirements.
Manage office service payments and maintain service records.
Assist Project Managers (PMs) and Business Development Managers (BDMs) with administrative documentation including:
- Vendor setup
- Certificates of Insurance (COI) and W-9 collection
- Bid documentation
- Payment portal registrations
Support administrative needs to ensure smooth office operations including facility needs and responding to client-related administrative requests.
Coordinate office lunches and assist with sourcing venues for team trainings when needed.
Order and maintain monthly office supplies and ensure the communal supply closet remains fully stocked.

Employee Onboarding & Offboarding

Manage onboarding processes for new hires including:
- Document verification
- Completion of required employment forms
- I-9 documentation
- Safety portal registration and training task completion
Assist with employee terminations by coordinating the return of company property and completing required Paycom documentation including Personnel Action Forms (PAFs).

Additional Responsibilities

Perform other administrative and operational duties as required to support office efficiency and company objectives.

Qualifications

Manage and organize office files records and documents
Answer and direct phone calls emails and other correspondence
Schedule meetings appointments and maintain calendars
Prepare reports spreadsheets and other administrative documents
Maintain office supplies inventory and place orders when needed
Assist staff and management with daily administrative tasks
Greet visitors and provide general support to clients and employees
Ensure the office operates efficiently and professionally

Required Experience:

Unclear Seniority

DescriptionThe Office Administrator plays a critical role in supporting daily operations and ensuring efficient administrative processes within the TXX office. This role is responsible for payroll processing project setup invoice routing office management and supporting project managers and leadersh...