Office Manager in Odessa, Texas at West Texas Dumpsters LLC

Office Manager Job Description

Position Summary

The Office Manager is responsible for overseeing the daily administrative and office operations of the environmental landfill facility. This position ensures efficient office procedures, supports operational teams, maintains compliance documentation, coordinates customer service activities, and assists with financial and human resources processes.

Essential Duties and Responsibilities

Administrative & Office Operations

· Manage day-to-day office operations and administrative functions.

· Maintain organized filing systems for operational, environmental, financial, and personnel records.

· Answer phones, respond to emails, and direct inquiries appropriately.

· Order and maintain office supplies, equipment, and inventory.

· Coordinate office maintenance and vendor services.

Operational Support

· Support landfill operations by processing scale tickets, customer transactions, and waste documentation.

· Prepare daily, weekly, and monthly operational reports.

· Assist with scheduling meetings, inspections, and site visits.

· Coordinate communication between field operations and corporate management.

Financial & Accounting Support

· Process invoices, purchase orders, and accounts payable documentation.

· Assist with billing, collections, and customer account management.

· Reconcile receipts, cash logs, and operational reports.

· Support payroll processing and employee timekeeping.

Compliance & Recordkeeping

· Maintain environmental compliance records and permits.

· Ensure documentation is accurate and available for audits or inspections.

· Assist management with reporting requirements related to environmental regulations and safety programs.

· Maintain confidential employee and company records.

· Coordinate employee training records, certifications, and safety documentation.

· Support employee communication regarding policies and procedures.

Customer Service

· Provide professional customer service to haulers, vendors, contractors, and the public.

· Resolve customer concerns and escalate issues when necessary.

· Maintain positive relationships with customers and regulatory representatives.

Qualifications

· High school diploma or GED required; Associate’s or Bachelor’s degree preferred.

· Minimum of 3–5 years of office management or administrative experience.

· Experience in waste management, environmental services, construction, transportation, or industrial operations preferred.

· Strong organizational and multitasking skills.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

· Ability to handle confidential information professionally.

· Excellent communication and customer service skills.

· Knowledge of accounting software and office systems preferred.

Physical Requirements

· Ability to sit, stand, and walk for extended periods.

· Ability to occasionally lift up to 25 pounds.

· Ability to work in an office environment located within an active landfill operation.

Work Environment

Office setting within an environmental landfill facility. Exposure to outdoor conditions, dust, noise, and operational traffic may occur when interacting with site operations.