Operations Administrator

Location: Houston, TX 77002 (Downtown)
Work model / schedule: Hybrid — Mon–Wed onsite, Thu–Fri remote
Hours: Full-time, 40 hrs/week, 6:30 AM–3:30 PM
Contract length: 1-year contract with potential to convert to full-time

Overview

We’re hiring an Operations Administrator to support drilling and workover operations across multiple locations. This role partners closely with engineers and field/consultant teams to ensure accurate cost tracking, invoice validation, and financial reporting across multiple systems.

What you’ll do (key responsibilities)

• Review and validate vendor invoices: confirm pricing, coding, and backup documentation match billing.
• Verify charges align to agreed MSAs/price books/bids and project requirements.
• Reject/route back discrepancies (coding, pricing, missing backup tickets, etc.) to AP and/or vendors for correction.
• Enter and reconcile cost data as invoices are approved (including entry into WellView).
• Partner with engineers to confirm services/goods belong to the correct work scope and ensure all related costs are captured.
• Track water tickets in an Excel tracker to prevent overcharges and duplicate billing.
• Coordinate with consultants/vendors to resolve missing data/signatures and validate costs not reflected in WellView.
• Support cost control activities such as invoice tracking, PO/change order tracking, budget vs. actuals, forecasting, and variance reporting.
• Help respond to internal inquiries related to open/closed invoices, audits, and vendor cost questions.
• Prepare audit support and request refunds/credit memos for overpayments/duplicate charges.
• Assist with employee expense reports in Concur.
• Conduct research, compile data, and produce basic reporting/statistical summaries.
• Maintain workflow target of keeping the invoice queue in Ariba under 100 on a running basis.
• Travel to field locations/vendor offices as needed (occasional).

Required qualifications (must-haves)

• Hands-on experience with invoice review/processing, including discrepancy resolution and documentation validation.
• Comfort working across multiple systems and spreadsheets; strong Excel skills for tracking and reconciliation.
• Strong attention to detail and ability to manage multiple priorities with minimal supervision.
• Ability to partner with engineers/operations teams and communicate clearly with vendors and internal stakeholders.

Preferred qualifications

• Ariba experience strongly preferred (candidates with strong similar-system experience such as SAP will be considered).
• Associate degree in business/technical field (or equivalent experience).
• Experience supporting drilling/workover or familiarity with oilfield terminology/well construction (preferred).
• Cost control exposure (POs, change orders, forecasting, accruals, variance reporting).
• Exposure to data visualization tools such as Power BI or Spotfire (nice to have).

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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Ref: #223-Eng Orlando