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 Position Summary 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. Key Responsibilities • 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. Qualifications • 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. Schedule and Working Conditions • Primarily office-based in The Woodlands, Texas, with occasional schedule flexibility for travel or executive commitments. • Handles sensitive company, employee, customer, and vendor records.