Office Operations Coordinator

1 week 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 teams within the Global Compliance and HSE division. The HSE team is tasked with delivering functional HSE assistance, conducting facility audits, managing emergency responses, overseeing product stewardship, ensuring field safety, maintaining fuels quality and performance, and enhancing process safety to promote safe and efficient operations across Phillips 66. This position will facilitate various activities within Global Compliance & HSE, including executing the department's document management strategy, supporting the web-based emergency response initiatives, organizing conferences and training sessions, liaising with external organizations, and collaborating with other support personnel as needed. The selected individual will also engage in basic document and data analysis, contributing significantly to the strategic objectives of the organization from a supportive role.

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 events.
  • Arranging conferences and training sessions, including setting up meeting spaces and catering, while attending 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 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.
  • Coordinating mail distribution and package shipments.
  • Utilizing web-based software applications to assist with new employee setups and IT equipment orientation.
  • 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 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, with effective communication abilities across all management levels and external organizations.
  • 7 or more years of experience in administrative support.
  • Consistently delivers high-quality results on time.
  • Demonstrates a strong work ethic and initiative in learning new tasks.
  • Knowledge of records management principles and their application within the organization.
  • Experience in calendar management.
  • Ability to build and maintain 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 that maintaining a culture of well-being—physical, emotional, social, and financial—is crucial for a high-performing organization. When we excel, we are positioned to deliver outstanding 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, a promise we uphold for our employees and communities. Our diverse teams reflect our commitment to inclusive practices and policies, recognized by various organizations for our efforts in hiring and retaining individuals from the LGBTQ+ community and military veterans. Our company is founded on principles of safety, integrity, and commitment. We embody our cultural mindset, defined as Our Energy in Action, through four core behaviors: working for the greater good, fostering trust, embracing diverse perspectives, and striving for excellence.

To be considered

To be eligible for this position, candidates must complete the entire application process, which includes answering all prescreening questions and providing the necessary eSignature.

  • Office Operations Coordinator III

    2 weeks ago

    Houston, Texas, United States FedSync Full time

    Company Overview:Since its establishment, FedSync has embodied the principles of Accountability, Integrity, Teamwork, Value, Innovation, and Quality. These core values define our identity and drive our vision to collaborate with pioneering minds and forward-thinking individuals to provide solutions that anticipate future needs.Mission Statement:Our mission...

  • Bilingual Office Coordinator

    2 weeks ago

    Houston, Texas, United States TPI Staffing, Inc Full time

    Position OverviewBilingual Office CoordinatorJoin a dynamic team at TPI Staffing, Inc, where we are looking for a dedicated individual to fill the role of Bilingual Office Coordinator. This position is essential for ensuring smooth office operations and providing comprehensive support to various departments.Key Responsibilities:Assist the Accounts Payable,...

  • Office Coordinator

    3 days ago

    Houston, Texas, United States Motherson Group Full time

    About Motherson GroupMotherson Group is a leading global auto component manufacturer with a rich history dating back to 1975. With a presence in 41 countries and over 180,000 employees, the organization is a prominent supplier to OEMs worldwide. Motherson's diverse portfolio of auto ancillary products and services includes exterior rearview mirrors, wiring...

  • Office Administration Coordinator

    2 weeks ago

    Houston, Texas, United States Mohle Adams Full time

    Position OverviewThe Office Administration Coordinator plays a vital role in ensuring the smooth operation of our office at Mohle Adams. This position encompasses a variety of administrative tasks aimed at supporting the overall efficiency of the office.Key Responsibilities:Clerical Support: Provide essential clerical assistance to the administrative team,...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States Copy Doctor Full time

    Job OverviewCopy Doctor is seeking an Office Coordinator to facilitate seamless operations through comprehensive assistance in collections, record management, procurement, and project oversight. This position demands exceptional organizational skills, meticulous attention to detail, and the capacity to juggle multiple responsibilities effectively.We are in...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States The GMS Group Full time

    Position SummaryThe GMS Group is seeking a proficient Office Coordinator to support our Public Finance division. This role is essential in ensuring the smooth operation of our well-respected financial organization, which has a rich history in the realm of tax-exempt municipal bonds.Key Responsibilities and Qualifications:Expertise in Microsoft Word and Excel...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States Ultimate Staffing Full time

    A prominent consulting organization is in search of an Administrative Assistant to support their operations. This role offers a fantastic work environment along with competitive salary and benefits, starting from $40,000 - $50,000 based on experience. Key Qualifications:Bachelor's Degree requiredMinimum of 1 year of administrative experience in a...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States Words of Wisdom PLLC Full time

    Position OverviewWe are currently seeking a skilled Office Coordinator to support our speech therapy clinic. This role is essential in ensuring the smooth operation of our administrative functions.Key ResponsibilitiesManage incoming calls and provide exceptional customer service.Schedule and coordinate appointments efficiently.Conduct insurance verifications...

  • Office Coordinator

    1 week ago

    Houston, Texas, United States Diocese of Austin Catholic Parishes Full time

    Office Coordinator - Diocese of Austin Catholic ParishesMinisterial CharacterAs cherished members of the faith community, we are dedicated to sharing the message of the Gospel through our actions and words. Guided by the Holy Spirit and enriched by the Sacraments, our mission is to lead individuals towards spiritual fulfillment and empower them for...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States TAJ Studio Full time

    Become an Administrative Support Specialist at TAJ StudioAt TAJ Studio, we pride ourselves on delivering remarkable photography and videography experiences. Our commitment to fostering a supportive and enjoyable workplace is paramount. We invite you to explore a distinctive opportunity to join our team as an Administrative Support Specialist.Core...

  • Office Services Coordinator

    2 days ago

    Houston, Texas, United States Williams Lea Full time

    Job SummaryWilliams Lea is seeking a highly organized and detail-oriented Office Services Coordinator to join our team in Houston. As a key member of our office services team, you will be responsible for coordinating workflow, prioritizing tasks, and ensuring exceptional customer service to our clients.Key ResponsibilitiesWorkflow Coordination: Coordinate...

  • Office Operations Manager

    3 days ago

    Houston, Texas, United States H GREGORY 1 INC Full time

    Job DescriptionAbout Us:HGregory 1 Inc. is a rapidly expanding automotive group in North America, founded in 1993. We operate 31 new and used dealerships across the United States and Canada, with plans for further expansion.Job Summary:We are seeking an experienced Office Operations Manager to oversee the general operation of our office. The successful...

  • Business Office Coordinator

    2 weeks ago

    Houston, Texas, United States Kershaw Search Group Full time

    Office ManagerKershaw Search Group is representing a reputable independent financial advisory firm that specializes in providing tailored wealth management solutions to affluent clients. The firm is currently in search of a dedicated Office Manager to enhance their operational efficiency and support their team of skilled professionals.The selected candidate...

  • Administrative Operations Coordinator

    3 days ago

    Houston, Texas, United States Insight Global Full time

    Job SummaryInsight Global is seeking an experienced Administrative Operations Coordinator to support the Technology Operations team in Houston, TX. As a key member of our operations team, you will play a vital role in ensuring the smooth functioning of our office operations.Key ResponsibilitiesOversee day-to-day operations, ensuring efficiency and...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States Swipejobs Full time

    Position OverviewJoin Our Team as an Office CoordinatorRole Summary:We are currently seeking a dedicated Office Coordinator to support our dynamic team in a fast-paced environment. This role involves overseeing the flow of information within the office, which includes handling phone calls, taking notes, and organizing files. The Office Coordinator will also...

  • Office Coordinator

    2 weeks ago

    Houston, Texas, United States Scuttlebutt Services, LLC Full time

    Position OverviewCompany: Scuttlebutt Services, LLCLocation: Jersey Village, TXCompensation: $25 per hourRole SummaryScuttlebutt Services, LLC is in search of an Office Coordinator to support our operations. The successful candidate will possess experience in travel arrangements, payroll processing, invoicing, and various administrative tasks.Key...

  • Office Coordinator

    1 week ago

    Houston, Texas, United States ProSource Staffing Full time

    Job OverviewA reputable construction firm is seeking an Office Coordinator to support the Splicing division.Key ResponsibilitiesProficient in ExcelFamiliarity with TEAMS platformAbility to generate PDF documentsOrganizing and maintaining filesTracking and managing paperworkSkilled in Microsoft Office applicationsPreparing closeout documentation for splicing...

  • Business Office Coordinator

    2 weeks ago

    Houston, Texas, United States East Harris County Empowerment Council Full time

    Position OverviewPosition Title: Office ManagerReports to: ControllerJob Classification: Full-time, Non-ExemptSalary: $45K-$55K annuallyRole Summary:As the Office Manager at East Harris County Empowerment Council, you will serve as the primary point of contact for both team members and external vendors, ensuring the seamless and effective functioning of our...

  • Experienced Office Coordinator

    3 days ago

    Houston, Texas, United States The Conative Group Full time

    Job SummaryWe are seeking a highly organized and detail-oriented administrative professional to join our team at The Conative Group. As an Office Administrator, you will play a critical role in ensuring the smooth operation of our office and providing exceptional support to our clients and staff.Key ResponsibilitiesProvide administrative support to our team,...

  • Office Operations Coordinator

    2 weeks ago

    Houston, Texas, United States Texas Department of Aging & Disability Services Full time

    Job Overview: The Administrative Support Specialist plays a crucial role in delivering various clerical assistance within a service-oriented environment. This position is responsible for providing administrative support to supervisory and case management staff. Duties include managing incoming correspondence, processing documents, and ensuring accurate data...