Office Administrator

Job Details: Job Location: Texas Operations - , TX, Position Type: Full Time, Salary Range: Undisclosed, ZAP Construction OFFICE ADMINISTRATOR Odessa, TX WHO WE ARE ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. Our Odessa, Texas field office and yard is home base for ZAP’s construction crews working across the Permian Basin, and we execute projects across North America, spanning from California to Florida and Canada down to Mexico.

Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of extensive facilities. ZAP operates at a fast pace while providing a team-centric approach to our work. We are looking for the person who runs the front of our Odessa office — the first face every crew member, vendor, and applicant sees, and the one who makes sure the building, the yard, the bills, and the new-hire paperwork are handled before anyone has to ask.

If you like being the person everyone counts on to know where things stand, we want to talk. THE OPPORTUNITY The Office Administrator is the first point of contact at ZAP’s Odessa field office. You answer the phones, greet the crews, vendors, clients, and applicants who come through the door, and keep the front of the office running.

You also own the office and the yard on the business side — paying the building and yard bills, ordering supplies, managing the cleaning crew, and getting repairs and services scheduled. From there the role extends into new-hire onboarding — new-hire paperwork, pre-employment drug screens, and working with the safety team to set up safety orientation and training — into procurement and fleet support, where you work with our procurement specialist on buying and receiving materials and help keep the fleet running, and into data entry and crew time, where you enter and check crew time so payroll runs clean.

This is an office-based position at our Odessa, Texas field office working Monday through Friday, 8:00 AM to 5:00 PM, reporting directly to the VP of Construction. POSITION DETAILS Reports To: VP of Construction Direct Reports: None FLSA Status: Non-Exempt Location: Odessa, TX — field office and yard Travel: Minimal — local errands to vendors, suppliers, and the clinic Department: Construction Operations WHAT YOU WILL DO Reception & First Point of Contact (Primary Focus) Answer and direct incoming calls professionally, take accurate messages, and make sure every caller gets to the right person.

Greet everyone who comes through the door — crew members, vendors, delivery drivers, clients, and applicants — and get them where they need to go. Manage visitor and vendor check-in, and keep the front office and reception area clean, organized, and professional. Receive and distribute mail, packages, and deliveries, and coordinate shipping and couriers.

Communicate with crews, applicants, and vendors in English and Spanish as needed. Office & Yard Management Own the day-to-day running of the Odessa office and yard — the go-to for anything the building needs. Pay and track the office and yard bills — utilities, services, and vendor invoices — and get them coded, approved, and paid on time.

Order and stock office supplies, breakroom supplies, and PPE, and keep inventory so nothing runs out. Schedule and manage the cleaning crew and hold them to the standard. Coordinate maintenance and repairs with vendors and service providers — HVAC, plumbing, office equipment, security, and yard services — and follow up until the work is done.

Keep vendor contacts, service agreements, and the building issues log organized and current. New-Hire Onboarding Prepare and process new-hire paperwork — I-9, W-4, direct deposit, emergency contacts, and policy acknowledgments — and confirm every file is complete before day one. Schedule pre-employment drug screens (UA) with the clinic, track results, and coordinate random and post-incident testing as directed.

Work with the safety team to set up safety orientation and required training for new hires — scheduling classes, booking the room, and making sure the new hire shows up ready. Track orientation, training, and certification records, and flag upcoming expirations to the safety team. Get new hires set up for their first day — PPE issue, contact information, and hand-off to their supervisor.

Keep personnel files, drug screen results, and pay information confidential and organized. Procurement & Fleet Support Work with the procurement specialist on buying materials — gathering quotes, entering requisitions and purchase orders as directed, and following up with vendors on delivery dates. Receive materials at the office and yard — check deliveries against the packing slip and purchase order, note shortages or damage, and get the receiving paperwork to the procurement specialist the same day.

Match delivery tickets and receiving documents to vendor invoices so material bills get approved and paid correctly. Help with fleet management — track vehicle assignments, registrations, insurance cards, and inspections, and keep the fleet records current. Schedule vehicle and equipment maintenance and repairs, and flag upcoming registration, inspection, and service due dates.

Data Entry & Crew Time Enter crew time accurately and on schedule, and check it against the timesheets before it goes to payroll. Catch missing or conflicting time — missing hours, wrong job or cost codes — and resolve it with the foreman before the payroll deadline. Perform general data entry and maintain tracking spreadsheets for the office.

Assist with various tasks as required, contributing to the overall efficiency of the Odessa office and ZAP’s construction operations. COMPETENCIES REQUIRED FOR SUCCESS These are the competencies that define an A-player Office Administrator at ZAP. They are not aspirational — they are the bar. 01 Customer-Service Presence Is the first impression of ZAP for every crew member, vendor, client, and applicant.

Friendly, professional, and in control of the front desk on the busiest morning. 02 Ownership of the Office & Yard Treats the building as theirs. Sees the empty supply shelf, the late bill, or the broken AC before anyone points it out — and gets it fixed. 03 Detail Orientation Checks and rechecks. Understands that one wrong hour on a timesheet or one missing I-9 page becomes someone’s problem on payday or at audit.

04 Data & Time Entry Accuracy Enters crew time and records the same way every time, on deadline. Fast is good; right is the requirement. 05 Follow-Through Chases the missing timesheet, the unsigned form, or the vendor who hasn’t shown up until it is done — nothing quietly dies in the inbox. 06 Confidentiality & Discretion Handles personnel files, drug screen results, and pay information with care.

What is confidential stays confidential. 07 Organized Multitasking Juggles the phone, the front door, a new-hire orientation, and the payroll deadline at the same time without dropping any of them. 08 Bilingual Communication Communicates clearly and professionally in person, on the phone, and in writing, and can work with crews and applicants in English and Spanish.

09 Dependability Follows instructions and management direction, takes responsibility for their own actions, keeps commitments, and completes tasks on time or raises an alternate plan. 10 Safety Awareness Follows OSHA and ZAP HSE requirements in the office and yard, and supports the safety team so every new hire starts properly trained.

Qualifications

WHAT WE ARE LOOKING FOR

Required High school diploma or GED required. 3+ years of experience in an office, reception, or administrative role. Strong customer service and phone skills and a professional front-desk presence. Demonstrated accuracy and attention to detail with data entry. Competent in the Microsoft Office suite — Excel, Word, and Outlook — as well as other software required to execute daily tasks.

Ability to handle confidential personnel and pay information with discretion. Excellent written and verbal communication skills. Ability to self-direct and take responsibility for your own tasks, deadlines, and follow-up. Valid driver’s license and the ability to maintain a good driving record. Preferred Bilingual in English and Spanish (strongly preferred).

Experience in a construction, oil & gas, or industrial field office. Experience with new-hire onboarding paperwork (I-9, W-4) and drug screen coordination. Experience entering or checking time for payroll, including job and cost codes. Experience with 4castplus or a similar timekeeping / ERP system. Accounts payable or vendor invoice processing experience.

Experience supporting purchasing, material receiving, or fleet administration. Familiarity with safety orientation and training programs such as Safe. Land or OSHA 10. WHY ZAP You Run the Front of the House The office, the yard, and the first impression are yours. When the building runs smoothly and new hires start ready, it is because you made it happen. We Build It, Not Just Draw It ZAP self-performs the work. The crews you onboard and the time you enter are building real projects across the Permian Basin. Right Where the Work Is The Odessa office is the hub for our field crews. You work directly with the VP of Construction and see the impact of your work every day. Backed by an Established Firm ZAP’s engineering organization and shared services stand behind the work — the stability of a proven firm at the pace of a startup.