August 27, 2026
Job Title: Operations Administrator
Company: Patriot Pipeline Services LLC
Location: Kilgore, Texas (Daily Office Setting)
Employment Type: Full-time (40 Hours)
Reports to: Owner
Position Summary
Patriot Pipeline Services is hiring a sharp, highly accountable Operations Administrator to keep company operations tight, professional, and moving forward. This is not a passive front-desk job. You will be responsible for document quality, safety and contractor systems, databases, office operations, and polished external communications.
The right candidate thinks like a strong paralegal: organized, discreet, accurate, and proactive. You bring recommendations, close loops, and keep the office and records in a condition you would be proud to show a client.
Key Responsibilities
Document control, data & technical records
- Proof, format, edit, version-control, and manage company documents
- Prepare professional reports, submittals, and supporting documentation
- Maintain and update the cathodic protection (CP) database: survey data, rectifier readings, RMU information, test points, and related integrity records
- Keep files organized, searchable, and audit-ready (digital and physical)
- Support Salesforce or similar systems for workflow, records, and client information
Billing & financial administration
- Create, review, and process accurate customer invoices, including job costing, labor, materials, and change orders
- Enter, edit, submit, and follow up on invoices; help resolve disputes and missing backup with project leadership
- Collect and verify timesheets, enter time, and allocate hours to jobs/projects
- Work in QuickBooks Online and related systems with a high standard of accuracy
- Assist the owner with sensitive financial and banking information as needed; maintain strict confidentiality
Safety & contractor compliance systems
- Manage safety and prequalification documentation in ISN, Veriforce, and similar platforms
- Track expirations, missing items, and follow-up so the company stays client-ready
- Organize required employee documents and records without serving as the employees’ manager
Office operations
- Maintain the office environment: supplies, cleanliness, vendors, scheduling, lunches, and customer visits
- Answer and manage phone calls, emails, and basic client/vendor inquiries professionally
- Coordinate workflow so nothing important is left to chance or neglected
- Be the person who notices what is slipping and finds the solution
Communications, presentations & events
- Create and schedule LinkedIn posts covering projects, safety, services, team updates, and industry content
- Design and build professional PowerPoint presentations for client meetings, training, proposals, and internal use
- Assist with planning and logistics for company events, training sessions, client meetings, and industry activities
- Support basic graphic preparation, document formatting, and related communications as needed
Owner support
- Assist the owner across the business with confidence and discretion
- Handle confidential information, including financials, contracts, and personnel records
- Bring recommendations on how to keep systems, files, billing, and the office organized as the company grows
Qualifications
- Proven administrative, operations, document-control, legal-assistant/paralegal, or office-support experience; pipeline, energy, construction, legal, or professional services preferred
- Strong Microsoft 365 skills, especially Excel, Word, and PowerPoint
- QuickBooks Online experience strongly preferred
- Excellent written and verbal communication; work product should look client-ready
- High attention to detail on invoices, data entry, timesheets, and records
- Comfortable learning cathodic protection and pipeline terminology
- Experience with ISN, Veriforce, Salesforce, LinkedIn content, presentation design, or event coordination is a plus
- Able to work independently, juggle priorities, and stay professional in a small, high-demand company
- Must be trustworthy with money, contracts, and sensitive information
- High school diploma or equivalent required; associate degree or relevant certifications preferred
What success in this role looks like:
Invoices go out clean and on time. The CP database and safety systems stay current. Documents look professional. The office is organized and presentable. The owner does not have to chase paperwork, missing backup, or expired contractor records. You recognize problems early and present a recommended solution.
Compensation
Competitive pay commensurate with experience for a high-responsibility role in East Texas. Strong candidates with document-control, invoicing, QuickBooks, and confidential executive-support experience should expect pay at the upper end of the local market for this hybrid role.
Pay: From $50,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- QuickBooks: 1 year (Required)
- Executive Assistant: 1 year (Required)
- Operations management: 1 year (Required)
Language:
Location:
- Kilgore, TX 75662 (Required)
Shift availability:
Ability to Commute:
- Kilgore, TX 75662 (Preferred)
Work Location: In person
