Office Administrator

WHO WE ARE

THE OPPORTUNITY

Reports To:	VP of Construction
Direct Reports:	None
FLSA Status:	Non-Exempt
Location:	Odessa, TX — field office and yard
Travel:	Minimal — local errands to vendors, suppliers, and the clinic
Department:	Construction Operations

 

Reception & First Point of Contact (Primary Focus)

• Answer and direct incoming calls professionally, take accurate messages, and make sure every caller gets to the right person.
• Greet everyone who comes through the door — crew members, vendors, delivery drivers, clients, and applicants — and get them where they need to go.
• Manage visitor and vendor check-in, and keep the front office and reception area clean, organized, and professional.
• Receive and distribute mail, packages, and deliveries, and coordinate shipping and couriers.
• Communicate with crews, applicants, and vendors in English and Spanish as needed.

Office & Yard Management

• Own the day-to-day running of the Odessa office and yard — the go-to for anything the building needs.
• Pay and track the office and yard bills — utilities, services, and vendor invoices — and get them coded, approved, and paid on time.
• Order and stock office supplies, breakroom supplies, and PPE, and keep inventory so nothing runs out.
• Schedule and manage the cleaning crew and hold them to the standard.
• Coordinate maintenance and repairs with vendors and service providers — HVAC, plumbing, office equipment, security, and yard services — and follow up until the work is done.
• Keep vendor contacts, service agreements, and the building issues log organized and current.

New-Hire Onboarding

• Prepare and process new-hire paperwork — I-9, W-4, direct deposit, emergency contacts, and policy acknowledgments — and confirm every file is complete before day one.
• Schedule pre-employment drug screens (UA) with the clinic, track results, and coordinate random and post-incident testing as directed.
• Work with the safety team to set up safety orientation and required training for new hires — scheduling classes, booking the room, and making sure the new hire shows up ready.
• Track orientation, training, and certification records, and flag upcoming expirations to the safety team.
• Get new hires set up for their first day — PPE issue, contact information, and hand-off to their supervisor.
• Keep personnel files, drug screen results, and pay information confidential and organized.

Procurement & Fleet Support

• Work with the procurement specialist on buying materials — gathering quotes, entering requisitions and purchase orders as directed, and following up with vendors on delivery dates.
• Receive materials at the office and yard — check deliveries against the packing slip and purchase order, note shortages or damage, and get the receiving paperwork to the procurement specialist the same day.
• Match delivery tickets and receiving documents to vendor invoices so material bills get approved and paid correctly.
• Help with fleet management — track vehicle assignments, registrations, insurance cards, and inspections, and keep the fleet records current.
• Schedule vehicle and equipment maintenance and repairs, and flag upcoming registration, inspection, and service due dates.

Data Entry & Crew Time

• Enter crew time accurately and on schedule, and check it against the timesheets before it goes to payroll.
• Catch missing or conflicting time — missing hours, wrong job or cost codes — and resolve it with the foreman before the payroll deadline.
• Perform general data entry and maintain tracking spreadsheets for the office.
• Assist with various tasks as required, contributing to the overall efficiency of the Odessa office and ZAP’s construction operations.

These are the competencies that define an A-player Office Administrator at ZAP. They are not aspirational — they are the bar.

01	Customer-Service Presence	Is the first impression of ZAP for every crew member, vendor, client, and applicant. Friendly, professional, and in control of the front desk on the busiest morning.
02