Turnaround Administrator

Rodeo, California, United States

Job Reference 1183954

Location Rodeo, California, United States

Industry Oil & Gas - Downstream

Function Administration

Job Type Contract

Date Added January 23, 2023

Our client, a major refinery, is looking for a TAR Administrative Assistant to work on a 12-months contract in Rodeo, CA.
Main Responsibilities:
  • Performing a wide range of administrative duties in a fast-paced environment.
  • Dealing with sensitive and confidential information with limited supervision.
  • Interacting with internal staff and external business contacts, e.g., reliably answering & returning phone calls and escorting visitors; understanding basic roles of the assigned staff groups so callers can be referred to the right people.
  • Scheduling meetings as well as catering arrangements, e.g., organizing appropriately-sized rooms, ensuring supplies and technology are available for the meeting (e.g. whiteboards/flip charts, projectors, video conference, as required), ordering food as required in appropriate quantities (reconfirm in-person attendance), maintaining meeting agenda and materials, organizing meeting times that are acceptable for the attendees; resolving conflicts as necessary, document and distribute meeting minutes.
  • Drafting correspondence (emails and letters) for the GM.
  • Creating, revising, analyzing proofreading, and distributing various types of documents, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook).
  • Preparing monthly and quarterly reports as required, i.e., safety, expenses, compliance verification, audits, etc.
  • Creating, managing, and maintaining various SharePoint and Intranet sites.
  • Making travel arrangements, preparing itineraries, and managing calendars.
  • Managing office supply inventory and ordering supplies as needed.
  • Maintaining personnel information and organization charts.
  • Distributing mail and arranging shipment of packages.
  • Facilitating and promoting the annual records organization campaign (DRM - Document Retention Management)). Maintain master records lists
Main requirements:
  • High school diploma/GED
  • Advanced proficiency in Microsoft Word, Excel, and PowerPoint; Outlook and SharePoint (perform the skill with limited assistance)
  • 3+ years of experience in administrative support
Preferred Qualifications: 
  • Advanced level of communication skills, both verbal and written
  • Professional manner in dealing with colleagues and external parties
  • Ability to prioritize, multi-task, and follow-up in a multi-faceted work environment, including managing unplanned/critical tasks at the same time
  • Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent diverse interfaces with all levels of management
  • Highly effective time-management skills; deliver results on time with high-quality standards.
  • Strong work ethic, takes initiative to take on and learn new tasks, high energy level
  • Knowledge of Livelink Document Management features for classifying, storing, and retrieving documents
  • Recent work experience in dealing with building facilities-managing office space, including telephone and computer set-up
  • Proficient (perform the skills with limited assistance) with SAP, Livelink/EDMS and CATS.
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