Office Manager/Admin Assistant

  • 1.  Office Manager/Admin Assistant

    Posted 01-10-2018 07:50

    Job Basics:

    Company:       OneMap Mineral Services, LLC

    Location:        Houston, Texas

    Status:           Employee


    Please send resumes to No calls please.


    Summary of Responsibilities, Essential Duties & Expectations:


    The Administrative Assistant is generally responsible, as directed by management, for office supply management, mail distribution and coordination, office organization, and general reception duties.  This is a full-time employment position based in Houston, Texas



    ·         Check and distribute mail

    ·         Manage postal supplies

    ·         Prepare & manage FedEx shipments

    ·         Mail original documents (deeds, affidavits, etc) for recording to appropriate courthouse(s)

    ·         Scan and file recorded documents

    ·         Scan Division Orders when received

    ·         Mail delinquent/ad valorem tax payments

    ·         Scan and file tax receipts


    Copier management

    ·         Manage supplies (paper/toner/etc)

    ·         Contact service when needed


    Supply management

    ·         Receive requests for supplies

    ·         Inventory

    ·         Place orders

    ·         Organize Supplies, Server Room, and Kitchen



    ·         Send facilitator appreciation letters and gifts

    ·         Manage corporate gift-giving

    ·         Assist in organizing any celebrations/events being organized by OneMap, or for the Office

    ·         Facilitate yearly/quarterly/seasonal philanthropical participation by staff (Food drive, Habitat, Blood Donation, 5K, etc.)


    Employee Onboarding

    ·         Set-up workspace for new employees (phone, equipment, furniture, supplies)

    ·         Obtain keys/access cards/building management documentation

    ·         Gather and manage employee contact information

    ·         Provide benefits information and coordinate sign-up (401K, insurance, etc)

    ·         Coordinate access to needed systems

    ·         Keep track of all procedure documentation



    ·         Greet guests and sign for deliveries

    ·         Receive and direct calls made to primary line

    ·         Order and Pick-Up/Receive Lunches when requested by executive team (for lunch meetings, celebrations, etc)

    ·         Prepare Conference Room for meetings (ensure its clean, set up for presentations, bottled water available, etc.)


    Document Preparation

    ·         Drafting Transmittal Letters from templates

    ·         Preparing Check Requests from templates

    ·         e-Signature Setup and Management

    ·         Prepare documents for execution/notarization



    ·         Keep track of events such as NAPE, DUG, etc. with deadlines associated

    ·         Prepare and organize OneMap's Holiday Schedule

    ·         Notify the office when important meetings are happening and if special attire is requested by our executive team

    ·         Keep track of work anniversaries & birthdays



    ·         Set up and maintain a Recycling option for our offices

    ·         Assist/Organize/Orchestrate shredding

    ·         Assist/Organize/Orchestrate cleaning of Kitchen/Refrigerator/Office


    Accounting Assistance

    ·         Mail quarterly distributions

    ·         Scan revenue check detail and send to Rachel for Mineralsoft.

    ·         Scan and file invoices



    ·         Handle printing, stuffing and mailing of small mailouts

    ·         Prep envelopes for closing packages



    Qualifications (Experience, Competencies, Skills, Education):


    Candidate must have:


    • Experience with general office management.
    • Possesses a high school diploma. Associate degree or four-year college degree preferred.
    • Excellent verbal and written communications skills. 
    • Proficiency with Microsoft Office Suite including Excel, Word.
    • Ability to work well in a team environment.
    • Strong attention to detail, high level of accuracy and good planning and organizational skills.  



    Adam Olivier CPL
    Houston TX