Job Description

Job DetailsJob Location: AMST TXX - Houston, TX 77032The 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