Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Vision insurance

Job Purpose

Under the direct supervision of the District Manager, the Office Manager provides comprehensive administrative, accounting, and operational support to the district. This role is responsible for coordinating office operations, maintaining financial and personnel records, supporting field and shop operations, and ensuring compliance with company policies and procedures. The Office Manager exercises independent judgment to prioritize workload, meet deadlines, handle confidential information, and recommend improvements to office processes while working closely with district leadership, corporate teams, vendors, and employees at all levels.

Duties & Responsibilities

General Administration

Serve as a primary point of contact for vendors, customers, employees, and internal departments; respond to inquiries, resolve issues, and disseminate information

Perform all work assignments to a high standard of quality while meeting established deadlines

Participate in weekly coordination meetings with District Managers, Shop Foremen, and district leadership regarding operations, HR, financial, HSE, and administrative activities

Maintain a proactive approach to meeting deadlines established by district leadership and corporate offices

Operate standard office equipment including copiers, scanners, phones, computers, and postage systems

Schedule appointments, manage calendars, answer phones, draft correspondence, and route incoming mail

Organize and coordinate meetings, travel, conferences, and district activities

Maintain accurate filing systems for records, reports, and business transactions

Perform data entry, recordkeeping, and basic reporting functions

Maintain basic office organization and housekeeping

Job Tickets / Accounts Receivable

Ensure job tickets are reviewed and signed by District Managers

Review job tickets for sub-rentals and verify against corresponding purchase orders

Perform final review of job tickets to ensure all billing information is complete and accurate (addresses, AFE/PO numbers, employee names, county/parish, load-out sheets/BHA, asset numbers, and disposal forms where applicable)

Scan and file job tickets to the server and maintain organized job folders

Inventory Management

Enter item receipts for resale inventory in TrackQuip

Generate and distribute monthly resale inventory transaction reports for Shop Foreman review

Correct miscoded repurchase inventory as directed by the Shop Foreman or District Manager

Update inventory average pricing on a monthly basis

Fixed Assets

Submit signed CapEx forms to the Fixed Asset Manager

Assign asset numbers and coordinate with Shop Foremen

Prepare and process purchase orders

Collect and forward all documentation related to fixed asset purchases (Procurement Tracking Forms, purchase orders, sales orders, delivery tickets, invoices, MTRs)

Track new fixed asset purchases in district Excel files

Prepare and submit Equipment Disposal Forms for retired or sold equipment

Reconcile district fixed asset records with TrackQuip on a monthly basis

Maintain documentation for asset transfers between districts

Ensure load-out and load-in sheets are completed and saved weekly

Track rental equipment certifications and inspections

Coordinate documentation for equipment replacements, ensuring clear identification of replaced assets

Fleet Management

Track assignment of company vehicles to employees

Maintain and update the Master Vehicle List

Coordinate fuel card and maintenance card replacements with the Fleet Manager

Distribute and track insurance cards for all vehicles

Coordinate with Fleet and Payroll Managers regarding vehicle allowances

Send insurance renewal notices

Collect and file monthly vehicle and trailer inspection reports

Maintain logs for vehicle registration, inspections, and maintenance

Accounts Payable / Corporate Cards

Issue purchase order numbers and enter purchase orders in TrackQuip

Enter item receipts upon delivery confirmation

Match invoices to purchase orders, sales orders, and delivery tickets

Prepare complete approval packets for District Manager review and signature

Scan, upload, and label documentation for Corporate Accounts Payable

Utilize Concur for employee expense reporting and corporate card management

Set up new vendors and submit required documentation and W-9s to Corporate

General Accounting & Financial Reporting

Properly code monthly charges as directed by the District Manager (shop supplies, corporate card charges, fixed assets, etc.)

Human Resources & Payroll

Assist with employee training on administrative processes

Process and maintain personnel records for new hires, changes, and terminations

Maintain accurate records of company-issued assets assigned to employees

Process employee terminations, including asset collection and completion of termination documentation

Operations Support

Coordinate daily and weekly employee utilization reports with district leadership

Prepare and submit monthly utilization and revenue reports to support Corporate Flash Reporting

Coordinate tool utilization reporting with Shop Foremen and District Managers