Office Administration Specialist

2 weeks 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 managers and personnel within the Global Compliance and HSE organization. The HSE division is tasked with delivering functional HSE assistance and participating in facility evaluations, emergency preparedness, product stewardship, field safety, fuels quality & performance, and process safety, all aimed at promoting safe and efficient operations throughout Phillips 66. This position will assist teams within Global Compliance & HSE by implementing the department's document management strategy, aiding in the management of the company's web-based emergency response protocols, organizing conferences and training sessions, liaising with external organizations, and supporting management and supervisors as needed. The candidate will also engage in basic analysis of documents and data, contributing significantly to the strategic objectives of the organization from a support standpoint.

Key Responsibilities:
  • Delivering a wide array of administrative support with a professional demeanor.
  • Handling sensitive and confidential information with utmost discretion.
  • Coordinating team schedules across various locations for audits, drills, and other Global HSE & Compliance activities.
  • Arranging conferences and training sessions, setting up meeting spaces, and catering to the needs of external visitors.
  • Organizing travel logistics, including itinerary preparation and visa applications.
  • Drafting, reviewing, finalizing, and submitting documents to leadership as required.
  • Understanding the organizational structure and roles within the department and the company.
  • Professionally interacting with external business contacts, managing phone communications, and escorting visitors.
  • Creating, revising, and distributing various documents, data tables, briefing materials, 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 supplies as necessary and within budget constraints.
  • Handling mail distribution and coordinating package shipments.
  • Utilizing web-based software applications, assisting with new employee setups, and supporting existing staff with similar needs.
  • 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.
  • Willingness to learn and adapt to new technologies.
  • Availability to work overtime when necessary.
Preferred Qualifications:
  • Advanced verbal and written communication skills.
  • Ability to prioritize, multitask, and manage competing tasks effectively.
  • Strong interpersonal and organizational skills, with the ability to communicate across all levels of management and external organizations.
  • 7 or more years of experience in administrative support.
  • Consistently delivers results on time with high-quality standards.
  • Demonstrates a strong work ethic and takes initiative in learning new tasks.
  • Knowledge of records management practices and a willingness to apply them within the organization.
  • Experience in managing calendars effectively.
  • Ability to build networks within the organization.
  • Familiarity with Office 365, SAP, LiveLink, Power BI, Tableau, and other essential systems.
Total Rewards

At Phillips 66, we prioritize providing access to 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 it is crucial for a high-performing organization. When we operate at our best, we can 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 an annual company contribution to a Health Savings Account for employees on HDHP.
  • Comprehensive well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services.
Learn more about Phillips 66 Total Rewards.

Phillips 66 has over 140 years of experience in delivering energy that empowers individuals to dream bigger and achieve more. We are dedicated to enhancing lives, which is our commitment to our employees and communities. Our diverse teams, reflecting a variety of backgrounds and experiences, are fundamental to our success. We have received recognition from the Human Rights Campaign, U.S. Department of Labor, and the Military Times for our ongoing commitment to inclusive practices and policies in hiring and retaining individuals from the LGBTQ+ community and military veterans. Our company is founded on values of safety, integrity, and commitment. We embody our cultural mindset, 'Our Energy in Action,' defined by four core behaviors: working for the greater good, fostering an environment of trust, seeking diverse perspectives, and striving for excellence.

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