Office Manager

Job description

We are in growth mode and looking for driven, independent people who can join our team. This position is onsite at our job site in Eagle Mountain, UT. To be successful, this person must be adaptable and persistent in supporting the operations team on site, the team at the home office, the guys, and the client in the field. General Summary: Provide comprehensive office and administrative support for oil and gas construction projects, including managing project documentation, preparing client reports, processing billing and invoicing, and serving as a client-facing liaison who supports field personnel with reporting, coordination, and administrative needs. Essential Functions: Document Control Manage and control all project documents, including engineering drawings, technical submittals, vendor data, QA/QC records, and construction documents. Maintain accurate version control, ensuring only current, approved documents are used in the field. Process and track transmittals, submittals, and correspondence with contractors, vendors, and clients. Distribute documents to engineering, construction, procurement, QA/QC, and HSE teams; monitor approval and review cycles. Operate and maintain EDMS platforms and assist staff with system usage. Assist with final documentation packages, including as-built records and MDRs. Client Reporting Prepare and distribute daily, weekly, and monthly progress reports, dashboards, and status updates for client stakeholders. Generate reports on document status, pending approvals, and overdue submissions. Compile field data, production metrics, and project KPIs into client-ready reports. Serve as a point of contact for client inquiries related to documentation, reporting, and project status. Billing & Invoicing Support preparation and submission of client invoices, pay applications, and billing packages in accordance with contract terms. Track billing status, reconcile discrepancies, and follow up on outstanding approvals or payments. Coordinate with project controls/accounting to support timely, accurate billing cycles. Field & Client-Facing Support Act as the administrative liaison between field crews and clients, supporting on-site personnel with documentation, reporting, and communication needs. Attend or support client meetings, site visits, and calls as needed, representing the office in a professional, client-facing capacity. Assist field supervisors with tracking permits, correspondence, and compliance documentation required for daily operations. Ensure compliance with project requirements, client standards, and applicable industry codes. General Office Support Provide administrative support to project team members across engineering, construction, procurement, QA/QC, and HSE. Perform additional office and administrative duties as assigned. Competencies: Communication - Actively listens and provides regular, consistent, and meaningful information and expresses the message effectively by organizing and delivering information appropriately. Customer Service - Commitment to delivering high-quality products and service by adjusting priorities, anticipating and meeting the needs of the customer and continuously striving to ensure their satisfaction. Planning and organizing - Determines priorities, schedules activities, allocating and using resources effectively and efficiently. Initiative - Recognizes, plans, and acts appropriately on one’s own to upcoming problems or opportunities and/or does more than is expected or required within his/her scope of work. Analytical – Using a logical reasoning process to break down and work through a situation, data, or problem to arrive at an outcome. Educations/Experience: High School Diploma combined with experience in managing multiple tasks and projects. Minimum of 3 years of administrative experience preferred in a job site setting. Expert in computer usage including Microsoft Office and the Internet. Work Conditions: Conditions described below are representative of those that must be met by an employee to successfully and safely perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities. Environment: Regular work schedules. However, overtime may be required if necessary to complete projects or specialized training. This position works mostly in a climate-controlled office. Occasional travel, including overnight, may be required. Occasionally wears site-required PPE. Physical: This position is defined as Light. Work involves exerting up to 20 pounds of force occasionally using any combination of body, hands, fingers, arms, legs, or feet to complete work. Walking, standing, and sitting to a significant degree. Other: This position requires reliable transportation.