Office Manager at Vecta Environmental Services

Job Title: Office ManagerLocation: Pasadena TX (Onsite)Reports To:Chief Admin OfficerFLSA Status: Salaried ExemptAbout Vecta Environmental ServicesVecta Environmental Services is a leading provider of industrial cleaning waste management and hydro excavation services across the Gulf Coast. With a strong focus on safety compliance and operational excellence Vecta supports customers in multiple industries including refining petrochemical manufacturing and utilities. Our team takes pride in delivering quality service through teamwork accountability and a commitment to Service Unto All.Position SummaryThe Office Manager is responsible for overseeing daily administrative billing and office payroll to ensure the smooth and efficient operation of the business. This position plays a key role in coordinating between field operations accounting and HR to maintain accurate records timely invoicing and efficient back-office processes.The ideal candidate is detail-oriented organized and proactive with experience managing financial workflows and supporting multi-department operations in a fast-paced environment.Key ResponsibilitiesAdministrative ManagementOversee day-to-day office operations ensuring an organized and efficient workflow.Manage office correspondence scheduling travel and communication for management.Order and manage office supplies equipment and vendor relationships.Support leadership with reports project tracking and administrative requests.Financial Billing & Payroll SupportAssist with weekly payroll processing ensuring accurate timekeeping approvals and adjustments.Reconcile payroll reports for accuracy and compliance.Support billing and invoicing operations including preparing and submitting client invoices verifying billing data and following up on outstanding balances.Provide regular billing and payroll summaries to management for review and reporting.Employee & Vendor RelationsServe as the primary point of contact for employee administrative or payroll questions.Support onboarding and offboarding processes ensuring all required paperwork is completed.Maintain confidentiality and professionalism in handling sensitive employee and financial information.Operations & ComplianceEnsure adherence to company policies labor laws and confidentiality standards.Support internal and external audits by maintaining accurate documentation and records.Collaborate with HR and accounting to align payroll billing and general ledger data.Recommend and implement process improvements for administrative efficiency and cost control.Other tasks as neededQualificationsEducation:Associate or bachelors degree in business administration Accounting or related field preferred.Experience:Minimum of 35 yearsin office management billing or payroll coordination (multi-department experience preferred).Technical Skills:Proficient in Microsoft Office Suite (Excel Word Outlook).Experience with payroll systems such as Paycor ADP or Paylocity.Familiarity with accounting/billing software (e.g. QuickBooks NetSuite or similar).Core Competencies:Strong organizational and analytical skills.Exceptional accuracy and attention to detail.Discretion and integrity with sensitive data.Excellent communication and problem-solving abilities.Ability to manage multiple priorities in a fast-paced environment.Compensation & BenefitsMedical dental and vision insurance.Voluntary Ancillary benefits401(k)Paid time off and holidays.Professional development and growth opportunities.Equal Employment Opportunity StatementVecta Environmental Services is an Equal Opportunity Employer. We are committed to providing a work environment that is free from discrimination and harassment in any form. All employment decisions are made based on merit qualifications and business needs without regard to race color religion sex (including pregnancy sexual orientation or gender identity) national origin age disability genetic information veteran status or any other characteristic protected by applicable federal state or local law.Required Experience:IC Key Skills Office Manager Experience,Microsoft Office,Management Experience,QuickBooks,Accounting,Office Experience,Dental Office Experience,Payroll,Administrative Experience,Eaglesoft,Human Resources,Bookkeeping Employment Type : Full Time Experience: years Vacancy: 1