Office Administrator

The Office Administrator is responsible for managing day-to-day office operations, coordinating logistics for field crews and project teams, supporting HR and finance administration, and ensuring the office functions efficiently as a hub for Americas-based operations.
The right candidate will be comfortable working in an oil field or industrial services environment, dealing with the pace and unpredictability that comes with it, and taking ownership of problems without waiting to be asked.Key Responsibilities & Authorities
Field & Project Logistics Support:

• Coordinate crew travel, accommodation, and mobilisation logistics for field assignments across the Americas.
• Support project teams with purchase order processing, expense claims, and supplier coordination.
• Liaise with field supervisors and project coordinators to anticipate logistics needs ahead of mobilisations.

HR & People Administration:

• Support onboarding and offboarding processes for Houston-based and travelling employees.
• Maintain accurate employee records, training certifications, and compliance documentation.
• Coordinate drug and alcohol testing, background checks, and medical clearances as required.
• Track leave, overtime, and timesheet submissions; liaise with payroll as needed.
• Act as a first point of contact for routine employee queries on policies, benefits, and office matters.

Finance & Procurement Administration:

• Process invoices, purchase orders, and expense reports; code transactions to correct cost centres.
• Maintain petty cash and manage office budget tracking.
• Liaise with the finance team on vendor payments, credit card reconciliations, and month-end close requirements.
• Manage office supply procurement and maintain preferred vendor lists.

Communications & Administration:

• Provide administrative support to the Regional Manager and senior leadership as required.
• Draft correspondence, prepare reports, and maintain filing systems.
• Support preparation of client-facing documents, proposals, and presentations.
• Coordinate internal events, staff meetings, and team activities.

Requirements:
Essential:

• Minimum 3 years of experience in an office management, operations coordinator, or senior administrative role
• Background in a service-oriented environment (field services, technical services, contracting, or similar)
• Demonstrated ability to manage multiple competing priorities without dropping the ball
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Confident communicator, both written and verbal, with a professional and positive manner

Preferred:

• Prior experience in an oilfield, pipeline, energy services, or industrial services company.
• Familiarity with field crew logistics, including travel coordination and mobilisation workflows.
• Experience with basic HR administration processes (onboarding, records management, compliance tracking).
• Exposure to procurement and basic accounts administration in a small-to-mid-sized office environment.
• Experience using an ERP or HRIS system (any platform considered).

Key Competencies:

• Takes ownership and follows through without needing to be chased.
• Adapts quickly when plans change, as they often do in field services.
• High attention to detail while maintaining a practical, solutions-focused outlook.
• Builds strong working relationships across technical, operational, and commercial teams.
• Handles sensitive information with discretion and professionalism.
• Proactively identifies problems and resolves them before they escalate.

What We Offer

• Competitive salary commensurate with experience
• Health, dental, and vision benefits
• Paid time off and company holidays
• A varied, fast-paced role with real responsibility from day one
• Exposure to international operations across a growing global business
• Stable, family-owned business with a long-term growth outlook