Field Office Manager/Materials Clerk
The Field Office Manager/Materials Clerk plays a critical role in supporting construction operations by managing on-site administrative and office functions. Reporting to the Field Office Manager/Materials Clerk Director, this position works closely with the Project Manager/Construction Manager and contractors to ensure seamless project execution.
The Field Office Manager/Materials Clerk is an integral member of the team, driving efficiency, organization, and communication that significantly impact the project’s success. By maintaining accurate documentation, coordinating logistics, and supporting the operations team, this role helps keep projects on track and running smoothly.
General Office Manager duties, including scanning paperwork for reports and drug testing, answering phones, filing and maintaining electronic documentation and correspondence, copying, and performing other duties as directed by project management.
The Materials Clerk responsibilities include ensuring the safe, accurate, and efficient movement of goods, including shipping, receiving, inventory management, and order fulfillment. This position is expected to maintain high standards of safety compliance, data integrity, and cross-functional collaboration to support overall plant and distribution goals.
Essential Duties and Responsibilities
- Provide support to the project team in preparing construction documents, drawings, maps, reports, and associated documentation, including NDE requests and reports, weld matrices, data/job books, and heat-number records.
- Prepare and issue a table of contents for data books for approval when required, and compile, finalize, scan, and bookmark completed data books.
- Develop and maintain files, forms, purchase orders, subcontract files, meeting minutes, and other miscellaneous project documentation.
- Type project daily diaries, meeting minutes, and other assigned documents.
- Compile and maintain manual and electronic records, including material inventory, production reports, and the status and location of materials.
- Review materials upon delivery to ensure compliance with specifications and verify material traceability and condition upon arrival.
- Requisition materials and schedule sequential delivery dates based on job-order priorities and material availability.
- Maintain effective communication with client inspectors by forwarding NDE reports for signature, submitting data books for review, and addressing inquiries as necessary.
- Prepare requests for quotes and purchase orders and coordinate deliveries.
- Facilitate and expedite communication among vendors, engineers, and other personnel.
- Perform the responsibilities listed above, as well as special projects consistent with the expectations of the position, including coordinating employee lunches, running errands, and completing other duties as assigned.
Position-Related Skills
- Proficiency in Windows and Microsoft Office 365, including Excel, Word, Outlook, PowerPoint, and Teams, with a general understanding of working within a computer network.
- Ability to work effectively and maintain a cooperative attitude in high-pressure situations.
- Excellent time-management skills, with the ability to multitask and prioritize work while frequently being interrupted by phone calls and questions regarding work in progress.
- Excellent written and verbal communication skills, with the ability to develop strong interpersonal relationships.
- Ability to work effectively in a large, professional setting. Patience and professionalism are essential.
- Strong team-player mentality, with the ability to collaborate with personnel within and across departments and at all levels of leadership.
Shipping and Fulfillment
- Coordinate freight logistics, including scheduling freight carriers and verifying that all goods and accompanying paperwork accurately match customer orders.
- Generate bills of materials (BOMs) according to internal reservation requirements, pull parts, and package kits accordingly.
Receiving and Inventory Control
- Receive expedited shipments, maintenance, repair, and operations (MRO) materials, and commodity deliveries while verifying the accuracy of accompanying documentation.
- Maintain data integrity by entering receipt information into computerized systems and notifying internal and external recipients in accordance with established procedures.
- Conduct cycle counts, audit stock locations, and update inventory systems to ensure maximum inventory accuracy.
- Monitor inventory levels against upcoming order demands to proactively address allocation issues and material shortages.
Safety, Quality, and Maintenance
- Maintain strict compliance with applicable OSHA regulations and safety procedures, including, but not limited to, eye protection, hearing conservation, machine and equipment safety, Safety Data Sheet (SDS) procedures, and personal protective equipment (PPE) requirements.
- Perform routine housekeeping duties to maintain a clean, organized, and hazard-free work environment.
Basic Qualifications
- High school diploma or equivalent from an accredited institution.
- Proficiency in Microsoft Word and Excel.
- Basic computer and data-entry skills.
Preferred Qualifications
- A minimum of two years of oil and gas industry parts knowledge or related experience.
- A minimum of one year of forklift or other equipment-operation experience.
Position Criteria
- Self-Direction: Proven ability to work independently with minimal supervision.
- Collaboration: Demonstrated record of positive, team-oriented workplace interactions.
- Communication: Ability to read, interpret, and apply technical instructions and distribution documents.
- Flexibility: Willingness and availability to work overtime, weekends, varying shifts, and scheduled on-call responsibilities as operationally required.
Physical Requirements
- Stamina: Ability to stand, sit, walk, bend, stoop, climb steps, and use ladders on hard surfaces for 8 to 12 hours per day.
- Strength: Ability to frequently lift up to 50 pounds and occasionally lift up to 75 pounds.
Pay: $2,900.00 - $3,500.00 per week
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
