Executive Administrative Coordinator

2 weeks ago


Linden, New Jersey, United States Phillips 66 Full time
Phillips 66 & YOU - Together we can fuel the future

The Administrative Operations Associate plays a vital role in delivering assistance to the Maintenance and Capital Projects teams through a variety of administrative, procurement, and financial oversight functions.

Key Responsibilities Include
  • Facilitate Maintenance workflow and budget management through diverse tasks.
  • Ensure accurate classification of work orders, requisitions, and purchase orders in line with corporate protocols.
  • Generate and disseminate cost and activity reports.
  • Assist in the annual updates of maintenance budget and control tools.
  • Conduct ad-hoc data collection related to costs.
  • Collaborate with project engineers, procurement teams, vendors, and contractors regarding purchase order and invoicing issues.
  • Oversee capital and maintenance projects within SAP.
  • Create and manage work orders, requisitions, and additional documentation.
  • Administer the Turnaround cost management software.
  • Coordinate Document Retention Management for the Maintenance Division.
  • Act as a liaison between internal and external stakeholders.
  • Perform administrative duties as necessary.
Required Qualifications
  • Legally authorized to work in the designated country.
  • High School Diploma or equivalent qualification.
  • Proficient in Microsoft Word and Outlook, with strong skills in Excel and PowerPoint.
  • A minimum of 3 years of experience in an administrative support role.
  • Willingness to obtain a valid Transportation Workers Identification Credential (TWIC).
  • Flexibility to travel up to 5%, be on call occasionally, and work extended hours as needed.
Preferred Qualifications
  • Experience with SAP software.
  • Familiarity with data visualization tools such as Tableau or Power BI.
  • Strong communication and interpersonal abilities.
  • Exceptional organizational skills and ability to prioritize tasks effectively.
  • Ability to work efficiently under pressure and adapt to shifting priorities.
  • Proficiency in managing small projects with minimal oversight.
The Bayway Refinery is a significant facility located in Linden, New Jersey, specializing in various refining processes and petrochemical production.

Total Rewards

Explore the benefits of working at Phillips 66, which include a competitive 401k match, pension plan, and comprehensive health and wellness programs.

Learn more about Phillips 66 Total Rewards.

Phillips 66 is committed to empowering its employees and communities, driven by a culture of safety, integrity, and dedication.

To be considered

Complete the entire application process by the requisition closing date to be eligible for this opportunity.

Candidates must meet specific eligibility requirements for U.S. positions.

Phillips 66 is an Equal Opportunity Employer


  • Linden, New Jersey, United States Phillips 66 Full time

    Phillips 66 & YOU - Together we can fuel the futureThe Executive Administrative Coordinator plays a crucial role in delivering support to the Maintenance and Capital Projects divisions through various administrative, procurement, and financial oversight functions.Key Responsibilities IncludeFacilitate Maintenance workflows and budget management through...


  • Linden, New Jersey, United States Phillips 66 Full time

    Phillips 66 & YOU - Together we can fuel the futureThe Administrative Operations Associate plays a crucial role in delivering support to the Maintenance and Capital Projects teams through various administrative, procurement, and financial oversight functions.Key ResponsibilitiesFacilitate Maintenance workflows and budget management through diverse...


  • Linden, New Jersey, United States CARECYCLE, INC. Full time

    Company OverviewRecycling Firm in Linden, NJPosition OverviewThis is a full-time, on-site position for an Office Operations Coordinator at CARECYCLE, INC. in Linden, NJ. The Office Operations Coordinator will play a crucial role in delivering administrative support, managing phone communications with professionalism, operating and maintaining office...


  • Linden, New Jersey, United States Veolia Full time

    Company Overview EMPLOYEE BENEFITS Veolia offers a robust benefits package that includes various paid time off options, along with comprehensive health, dental, and vision insurance. Employees also have the opportunity to enroll in an employer-sponsored 401(k) plan to assist in retirement savings. For union-represented employees, pay and benefits are...


  • Linden, New Jersey, United States Veolia Environnement SA Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Maintenance Operations Coordinator to join our team at Veolia Environnement SA. As a key member of our facilities and maintenance department, you will be responsible for ensuring the smooth operation of our maintenance activities and providing administrative support to our maintenance team.Key...


  • Linden, New Jersey, United States Veolia Environnement SA Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Maintenance Operations Coordinator to join our team at Veolia Environnement SA. As a key member of our facilities and maintenance department, you will be responsible for ensuring the smooth operation of our maintenance activities and providing administrative support to our maintenance team.Key...

  • Export Coordinator

    2 weeks ago


    Linden, New Jersey, United States Coda Logistics and Distribution, LLC Full time

    Job Description:The Export Coordinator is responsible for coordinating between customers, CODA warehouse and dispatch personnel to ensure an efficient operational service is provided. The ideal candidate will have great record-keeping abilities and a customer-oriented approach. The goal is to ensure the smooth operations of a variety of channels aiming for...


  • Linden, New Jersey, United States Veolia Full time

    About the RoleThe Maintenance Clerk is a key member of the Veolia team, responsible for providing administrative support to the plant maintenance activities. This role serves as a backup to the site administrative assistant and ensures a smooth flow of information to support efficient execution of maintenance activities.Key ResponsibilitiesProcess purchase...

  • Project Coordinator

    1 week ago


    Linden, New Jersey, United States Phillips 66 Full time

    About the Role:We are seeking a highly skilled and experienced Project Coordinator - Tank Construction Specialist to join our team at Phillips 66. As a key member of our construction team, you will play a critical role in leading and supporting the execution of assigned projects across the Gulf Coast / Atlantic Region.Key Responsibilities:Provide leadership...


  • Linden, New Jersey, United States Outside the Box, LLC Full time

    Job OverviewAs an Order Processing Coordinator, you will play a crucial role in managing and processing customer orders efficiently. Your responsibilities will include:Gathering orders from various sales channelsVerifying customer accounts to ensure data accuracyInputting orders into our inventory management systemGenerating shipping documentationHandling...

  • Nursing Supervisor

    2 weeks ago


    Linden, New Jersey, United States AristaCare at Parkside Full time

    Key Responsibilities:Support the Nursing Services Director in overseeing the daily operations of nursing activities in compliance with applicable regulations and standards for long-term care facilities.Contribute to the creation, maintenance, and revision of written policies and procedures that guide the daily operations of the nursing department.Ensure that...

  • Nursing Supervisor

    2 weeks ago


    Linden, New Jersey, United States AristaCare at Parkside Full time

    Key Responsibilities:Support the Nursing Services Director in overseeing the daily operations of nursing activities in compliance with applicable regulations and standards governing long-term care facilities.Contribute to the formulation, maintenance, and revision of written policies and procedures that guide the daily operations of the nursing...

  • Nursing Supervisor

    2 weeks ago


    Linden, New Jersey, United States AristaCare at Parkside Full time

    Key Responsibilities:Support the Nursing Services Director in overseeing daily nursing operations in alignment with established regulations and standards for long-term care facilities.Contribute to the creation, upkeep, and revision of written protocols and guidelines that dictate the daily operations of the nursing department.Ensure that all reference...


  • Linden, New Jersey, United States Fleet Jobs Full time

    Position Overview:A Fleet Jobs Inventory Control Specialist is tasked with overseeing stock management, executing administrative duties within the workshop, and streamlining daily operations.Key Responsibilities: Oversee the inventory of tires and components for designated locations Handle all procurement activities (excluding office supplies) Manage...


  • Linden, New Jersey, United States AristaCare Delaire Full time

    Job OverviewPosition: Rehabilitation Therapist for an In-house Skilled Nursing FacilityObjective: To support the planning, organization, development, and management of Rehabilitation Therapist services in compliance with current applicable federal, state, and local standards, guidelines, and regulations, as directed by the Director of Rehabilitation,...

  • Nursing Supervisor

    2 weeks ago


    Linden, New Jersey, United States AristaCare at Parkside Full time

    Key Responsibilities:Support the Nursing Services Director in overseeing the daily operations of nursing activities in alignment with existing regulations and standards governing long-term care facilities.Engage in the creation, maintenance, and revision of written protocols and procedures that guide the daily operations of the nursing department.Ensure that...

  • Nursing Director

    4 days ago


    Linden, New Jersey, United States AristaCare Delaire Full time

    Nursing Director Job DescriptionJob Summary:AristaCare Delaire is seeking a highly skilled and experienced Nursing Director to lead our nursing service department. The successful candidate will be responsible for directing the day-to-day functions of the nursing activities in accordance with current rules, regulations, and guidelines that govern the...


  • Linden, New Jersey, United States Veolia Environnement SA Full time

    About the RoleWe are seeking a highly skilled and experienced Maintenance Manager to join our team at Veolia Environnement SA. As a key member of our facility leadership team, you will be responsible for providing leadership and guidance to the maintenance team, ensuring the safe and efficient operation of our facilities.Key ResponsibilitiesLead the...


  • Linden, New Jersey, United States AristaCare Full time

    Staffing Operations Specialist (Full-Time)As a Staffing Operations Specialist, your primary role will be to ensure optimal staffing levels across all departments, adhering to relevant federal regulations and guidelines.Key Responsibilities:Develop, organize, and execute a sustainable staffing framework.Coordinate with nursing personnel to address scheduling...


  • Linden, New Jersey, United States NAES Full time

    About the RoleWe are seeking a highly skilled and experienced Auxiliary Plant Operator to join our team at NAES Corporation. As a key member of our operations team, you will play a critical role in maintaining the seamless operation of our power plant, ensuring the safe and efficient generation of electricity.Key ResponsibilitiesMonitor and Maintain Plant...