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Office Administration Specialist

2 months ago

Houston, Texas, United States Phillips 66 Full time
Phillips 66 & YOU - Together we can fuel the future

This Administrative Coordinator role is essential in providing support to the management and personnel within the Global Compliance and HSE division. The HSE team is dedicated to offering functional health, safety, and environmental assistance, engaging in facility evaluations, emergency preparedness, product stewardship, field safety, fuel quality assurance, and process safety, thereby ensuring safe and efficient operations across Phillips 66. This position will assist various teams within Global Compliance & HSE by implementing the department's document management strategy, supporting the web-based emergency response frameworks, coordinating conferences and training sessions, liaising with external organizations, and collaborating with other support staff as necessary. The candidate will be expected to perform basic document and data analysis.

Key Responsibilities:
  • Delivering comprehensive support for a variety of administrative tasks while maintaining a professional demeanor.
  • Handling sensitive and confidential information with utmost discretion.
  • Coordinating team schedules across multiple locations for audits, drills, and other Global HSE & Compliance activities.
  • Arranging conferences and training sessions, including setup of meeting spaces and catering services, while attending to the needs of external visitors.
  • Organizing travel logistics, preparing itineraries, and managing visa applications.
  • Drafting, reviewing, finalizing, and submitting documents to leadership as required.
  • Understanding the organizational structure and roles within the department and the broader company.
  • Professionally interacting with external business contacts, managing phone communications, and escorting visitors.
  • Creating, revising, and distributing various documents, data tables, presentations, and spreadsheets (Microsoft Excel, Tableau/Power BI, Word, PowerPoint, Outlook).
  • Assisting in the analysis of documents or spreadsheet data, including external benchmarking and budget tracking.
  • Preparing executive briefing materials for trade association meetings.
  • Managing and maintaining various information sites such as SharePoint, LiveLink, and Intranet.
  • Overseeing office supply inventory and ordering as necessary while adhering to budget constraints.
  • Handling mail distribution and shipment arrangements.
  • Utilizing web-based software applications, assisting with new employee setups, and providing support to existing staff.
  • Creating requisitions in SAP, processing invoices, and collaborating with the Finance team for budget reviews.
Required Qualifications:
  • Legally authorized to work in the job posting country.
  • High school diploma or GED equivalent.
  • Intermediate proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook, and SharePoint.
  • A minimum of 3 years of experience in administrative support roles.
  • Willingness to learn and adapt to new technologies.
  • Availability to work overtime as needed.
Preferred Qualifications:
  • Advanced verbal and written communication skills.
  • Ability to prioritize and manage multiple tasks in a dynamic work environment.
  • Strong interpersonal and organizational skills, effective communication with all management levels and external representatives.
  • 7 or more years of experience in administrative support.
  • Consistently delivers high-quality results on time.
  • Strong work ethic and initiative to learn new tasks.
  • Knowledge of records management principles and application.
  • Experience in calendar management.
  • Ability to build professional networks within the organization.
  • Familiarity with Office 365, SAP, LiveLink, Power BI, Tableau, and other relevant systems.
Total Rewards

At Phillips 66, we prioritize providing high-quality programs and care for our employees and their families. We believe in fostering a culture of well-being—physical, emotional, social, and financial—as a foundation for a high-performing organization. When we thrive, we are positioned to achieve exceptional results, both personally and professionally. Benefits for eligible full-time employees may include:
  • Annual Variable Cash Incentive Program (VCIP) bonus.
  • 8% 401k company match.
  • Cash Balance Account pension.
  • Medical, Dental, and Vision benefits with annual contributions to a Health Savings Account for employees on HDHP.
  • Comprehensive well-being programs and incentives, including Employee Assistance Plan and backup family care services.
Learn more about Phillips 66 Total Rewards.

Phillips 66 has over 140 years of experience in delivering energy solutions that empower individuals to achieve their aspirations. We are dedicated to enhancing lives, which is our commitment to our employees and communities. Our diverse teams reflect our values and create an inclusive environment. We have received recognition from various organizations for our commitment to inclusive hiring practices. Our company is built on principles of safety, integrity, and dedication. We embody our cultural mindset, defined by four core behaviors: working for the greater good, fostering trust, embracing diverse perspectives, and striving for excellence.