Office Manager
Mustang Extreme Environmental Services, Midland, TX, United States
Overview
Position Summary
The Office Manager is responsible for coordinating administrative operations across employees, fleet, housing, and office facilities. This role serves as a central support hub for field crews, HR, operations, and leadership—ensuring smooth onboarding, accurate payroll preparation, organized housing logistics, maintained assets, and efficient office operations. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.
Responsibilities
Office Operations
Coordinate office maintenance, repairs, and cleaning services; manage associated expenses
Order and maintain job supply inventory for field
Organize, stock, and manage kitchen and breakroom supplies and expenses
Coordinate on-site and off-site catering and meeting setup for company events
Receive, sort, and distribute mail for office and on-site housing
Serve as primary point of contact for visitors, including greeting guests and managing access
Employee & Labor Crew Support
Coordinate onboarding for exempt employees and labor crews, including:
Processing applications
Scheduling remote testing
Booking new hire transportation and arranging lodging
Coordinating training with Safety Department
Coordinating release to work with HR and Operations
Ensuring all onboarding steps are completed prior to deployment
Verify reported work hours using GPS data
Ensure work hours and per diem are coded to the correct project code
Prepare exempt and non-exempt timecards for payroll processing and payroll accruals
Maintain accurate crew organizational chart
Assist HR with benefits enrollment and support employees in understanding and utilizing available benefits
Book hotels for traveling crews, update reservations as needed, and manage lodging expenses
Assist employees with general requests and administrative needs, particularly related to software applications
On-Site Housing Management
Assign rooms for on-site accommodations and manage housing roster
Coordinate and document maintenance, repairs, and cleaning services; manage related expenses
Oversee move-ins and move-outs
Order and maintain adequate supply levels (bedding, HVAC filters, light bulbs, and other essentials)
Fleet Coordination
Maintain up-to-date fleet asset and assignment lists
Partner with Fleet Manager on vehicle registrations, renewals, fuel cards, and replacement documentation
Assist Fleet Manager with DOT regulated drivers and assets
Schedule maintenance appointments as needed
Employee Benefits
Paid Time Off
Holiday Pay
Medical Insurance
Dental Insurance
Vision Insurance
Additional Ancillary Insurance
401(k) Employer Match
Working Environment
Typical office working environment necessary to perform all essential job functions with reasonable accommodations compliant with EEOC enforced ADA guidelines. This position is primarily indoors, consistent with a standard office position and has a noise level of mostly low to moderate. Outdoor activities may include travel to clients’ project sites and local and out of state offices of the company and its customers, as necessary.
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Position Summary
The Office Manager is responsible for coordinating administrative operations across employees, fleet, housing, and office facilities. This role serves as a central support hub for field crews, HR, operations, and leadership—ensuring smooth onboarding, accurate payroll preparation, organized housing logistics, maintained assets, and efficient office operations. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.
Responsibilities
Office Operations
Coordinate office maintenance, repairs, and cleaning services; manage associated expenses
Order and maintain job supply inventory for field
Organize, stock, and manage kitchen and breakroom supplies and expenses
Coordinate on-site and off-site catering and meeting setup for company events
Receive, sort, and distribute mail for office and on-site housing
Serve as primary point of contact for visitors, including greeting guests and managing access
Employee & Labor Crew Support
Coordinate onboarding for exempt employees and labor crews, including:
Processing applications
Scheduling remote testing
Booking new hire transportation and arranging lodging
Coordinating training with Safety Department
Coordinating release to work with HR and Operations
Ensuring all onboarding steps are completed prior to deployment
Verify reported work hours using GPS data
Ensure work hours and per diem are coded to the correct project code
Prepare exempt and non-exempt timecards for payroll processing and payroll accruals
Maintain accurate crew organizational chart
Assist HR with benefits enrollment and support employees in understanding and utilizing available benefits
Book hotels for traveling crews, update reservations as needed, and manage lodging expenses
Assist employees with general requests and administrative needs, particularly related to software applications
On-Site Housing Management
Assign rooms for on-site accommodations and manage housing roster
Coordinate and document maintenance, repairs, and cleaning services; manage related expenses
Oversee move-ins and move-outs
Order and maintain adequate supply levels (bedding, HVAC filters, light bulbs, and other essentials)
Fleet Coordination
Maintain up-to-date fleet asset and assignment lists
Partner with Fleet Manager on vehicle registrations, renewals, fuel cards, and replacement documentation
Assist Fleet Manager with DOT regulated drivers and assets
Schedule maintenance appointments as needed
Employee Benefits
Paid Time Off
Holiday Pay
Medical Insurance
Dental Insurance
Vision Insurance
Additional Ancillary Insurance
401(k) Employer Match
Working Environment
Typical office working environment necessary to perform all essential job functions with reasonable accommodations compliant with EEOC enforced ADA guidelines. This position is primarily indoors, consistent with a standard office position and has a noise level of mostly low to moderate. Outdoor activities may include travel to clients’ project sites and local and out of state offices of the company and its customers, as necessary.
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