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Phillips 66 Administrative Coordinator in Houston, Texas

Phillips 66 & YOU - Together we can fuel the future

Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence. Phillips 66 was recognized by Forbes as one of “America’s Best Employers” in 2021.

Description

This Administrative Coordinator position primarily supports the managers and staff in the Fuels Regulatory, with additional support to Refining HSE, or other HSE group(s) as required. The HSE organization is responsible for engaging in a broad range of issues that impact Phillips 66. The manager reports directly to the Senior VP of HSE. The regulatory group plays a key role in the regulatory rulemaking process, identifying emerging issues, establishing positions, working with internal staffs, communicating with executive leadership, engaging with external organizations, assuring compliance with fuels requirements, and maintaining quality oversight of company products. The selected candidate will be a key contributor to the strategic goals of the business from a support capacity.

Responsibilities May Include

  • Providing support for a wide range of administrative duties with a professional executive presence.

  • Professionally handling sensitive and confidential information and will maintain confidentiality under all circumstances.

  • Scheduling conferences, arranging and setting up conference rooms, arranging meals, and attending to needs of outside visitors.

  • Making travel arrangements, preparing itineraries, preparing travel visa applications, and managing calendars.

  • Preparing, proofreading, finalizing and submitting documents to government entities as required.

  • Understanding the basic organizational structure and roles within the department and company.

  • Interacting professionally with external business contacts, reliably answering & returning phone calls, escorting visitors, and understanding basic roles of the staff groups so callers can be referred to the right people.

  • Creating, revising, analyzing, proofreading and distributing various types of documents, briefing materials, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook).

  • Assisting with analysis of documents or spreadsheet data - examples include external benchmarking, rule summary, and budget tracking.

  • Preparing monthly and quarterly executive briefing booklets in preparation for trade association meetings.

  • Managing and prioritize email and calendar for lead manager.

  • Organizing and managing the records cataloging system; facilitating and promoting the ongoing and annual records organization (Document Retention Management).

  • Creating, managing and maintaining various SharePoint, Live Link, Intranet, and other information sites.

  • Managing office supply inventory and order supplies as needed and within budget.

  • Distributing mail and arrange shipment of packages.

  • Working in web-based software applications, assisting with setup of new employee office/phone/IT equipment/orientation, and assist existing employees with similar needs.

Position Requirements

Basic/Required:

  • Legally authorized to work in the job posting country

  • High school diploma/GED

  • Intermediate level of proficiency in Microsoft Office: Word, Excel and PowerPoint; Outlook, and SharePoint

  • 5 or more years of experience in administrative support

  • Willing to work overtime when required

Preferred:

  • Advanced level of communication skills, both verbal and written

  • Ability to prioritize, multitask and follow up in a multifaceted 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 interface with all levels of management and representatives from external organizations

  • 10 or more years of experience in administrative support

  • Delivers results on time with high quality standards

  • Strong work ethic; takes initiative to take on and learn new tasks

  • Strong knowledge of records management and willingness to apply to organization

  • Experience in assisting with email management

  • The ability to build networks in an organization

  • Working knowledge of Office 365, SAP, Live Link, SharePoint, and CATS, and other essential systems

To be considered

In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of May 12, 2021 .

Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities

Requisition ID: 54001

Location: Texas - Houston

Job Field: Administrative

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