Job Description
Job Title: Office Operations Assistant
Location: Malvern, Ohio
Schedule: Monday - Friday, 40 hours/week
Pay: $25 - $26/hr
Position Overview:
We are seeking a highly professional, organized, and detail-oriented individual to join our team as an Office Operations Assistant. In this role, you will provide essential administrative support for our oil and gas operations, managing everything from production data verification to invoice processing, cost tracking, and vendor coordination. A key aspect of this role is maintaining a high standard of professionalism in all interactions, whether with internal teams, external vendors, or visitors to the office. You must be able to anticipate needs, manage tasks with precision, and uphold a professional demeanor at all times.
Key Responsibilities:
- Maintain a professional demeanor in all interactions with internal teams, external vendors, and visitors
- Ensure smooth daily office operations, providing accurate reporting to both internal departments and external agencies
- Quality check and verify the accuracy of field reporting and production data
- Prepare and maintain detailed operational reports, including LOE and cost tracking
- Process and code vendor invoices with a focus on accuracy and timely submission
- Manage vendor relationships, resolving inquiries and billing issues professionally and promptly
- Assist with special projects as needed, offering professional support to other team members
- Coordinate with field teams to ensure timecards, invoices, and purchases are submitted on time and in a professional manner
- Maintain and manage production and pipeline data in databases, ensuring accuracy and efficiency
- Address billing questions by collaborating professionally with accounting and contractors
- Anticipate office and employee needs, ensuring a well-organized and professional environment
- Order and track office supplies, maintaining a high standard of organization
Professional Requirements:
- Professional and Friendly: You must demonstrate a polished, courteous, and professional approach in all communication, both in-person and digital.
- Highly Organized & Detail-Oriented: This role demands a meticulous approach to all tasks, from scheduling to data entry. A professional work ethic and the ability to manage multiple tasks without losing attention to detail are critical.
- Strong Communication Skills: You will be expected to communicate clearly and professionally with all levels of staff and external contacts. The ability to write and present reports in a professional, concise manner is essential.
- Minimum of 5 years of office administration experience with a proven track record of professionalism in all aspects of work
- Proficiency in Microsoft Word, Excel (pivot tables), Outlook, and Adobe is required; experience coding invoices is highly preferred
- Database experience required; familiarity with SQL, Pro Count, Spotfire, and GIS is a plus
- Working knowledge of accounting practices and vendor payment systems
- Ability to prioritize and handle multiple tasks under pressure while maintaining a professional composure
- Oil and gas industry experience (2+ years preferred)
- High school diploma or GED required; college degree preferred
Pioneer Production Services, Inc. provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type protected by federal, state or local laws.
Job Tags
For contractors, Work at office, Local area, Monday to Friday,