Office Manager

Atlas Oil•Houston, TX

About The Position

The Office Manager plays a key role in establishing a warm, professional, and service-oriented environment for team members, clients, and visitors. This position extends beyond traditional front desk responsibilities by ensuring a seamless and positive experience for all who interact with the organization. The Office Manager provides comprehensive administrative support, including managing incoming calls, greeting and directing visitors, coordinating meeting setup and cleanup, preparing reports, and maintaining office files and the contact database. This role requires sound judgment in handling confidential information, strong organizational skills, and the ability to communicate with professionalism, courtesy, and efficiency. The Office Manager represents the organization’s values and serves as a central resource for daily office operations.

Requirements

High School Diploma or Equivalent
Five (5) years’ experience as Office Manager and administrative support to executive
Proficient in computer programs, including Microsoft Office (Word, Outlook, PowerPoint, Excel) as well as iPhone and other emerging technologies, including but not limited to Office, internet and email, Dropbox, Outlook, Zoom/Skype, etc.
Excellent work ethic with a “can-do” attitude
Very organized in work habits
Desire to help and able to think on their feet
Professional demeanor about self and work area
Able to keep relevant information confidential
Able to work effectively with wide range of people from customers, board of directors, executive team, vendors, and all staff members
Able to ensure deadlines are met and to follow up on details
Able to embrace and navigate unexpected challenges or shift task direction is crucial

Nice To Haves

Associate's degree is highly preferred

Responsibilities

Executive Assistant to the Company Owner (CEO) when he is in the Houston office
Welcomes visitors in a professional, courteous and friendly manner.
Schedule and coordinate customer events.
Maintain lobby and conference rooms, etc.
Maintain neat and professional appearance and demeanor with customers and visitors.
Pick up and distribute mail.
Assist in obtaining proper IT equipment such as computer and phone setups under the direction of Atlas IT Director. This is specifically for onboarding situations, maintenance and required upgrades
Review and assist in follow up action items (including customer contact) for collections and customer follow ups under the direction of the accounting controller and VP of Trading
Order Atlas business cards for Houston employees.
Manage office, building and parking set ups for Houston office.
Liaison with building management for Atlas Oil needs.
Coordinate and manage office supplies and needs for the entire office.
Distribute all UPS, Fed Ex and any packages that are delivered to our office.
Schedule conferences, conference calls, and other business meetings.
Helps coordinate business travel.
Ensure IT resources are available and work correctly for new team members.