Office Manager

Mustang Extreme Environmental Services

22h•Onsite

About The Position

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.

Requirements

Highly organized
Proactive
Detail-oriented
Comfortable managing multiple priorities in a fast-paced environment

Responsibilities

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
Coordinate onboarding for exempt employees and labor crews, including processing applications
Coordinate onboarding for exempt employees and labor crews, including scheduling remote testing
Coordinate onboarding for exempt employees and labor crews, including booking new hire transportation and arranging lodging
Coordinate onboarding for exempt employees and labor crews, including coordinating training with Safety Department
Coordinate onboarding for exempt employees and labor crews, including coordinating release to work with HR and Operations
Ensure all onboarding steps are completed prior to deployment for exempt employees and labor crews
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
Assign rooms for on-site accommodations and manage housing roster
Coordinate and document maintenance, repairs, and cleaning services for on-site housing; manage related expenses
Oversee move-ins and move-outs for on-site housing
Order and maintain adequate supply levels (bedding, HVAC filters, light bulbs, and other essentials) for on-site housing
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