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Business Services Associate

2 months ago

Jenks, Oklahoma, United States Explorer Pipeline Full time

Job Summary

The Administrative Clerk will provide administrative and clerical support to area operations by preparing compliance reports and correspondence, answering inquiries, maintaining location files, material acquisition and delivery, material inventory and handling, invoice processing and coordinating incoming and outgoing mailings.

Key Responsibilities

  • Comply with regulatory requirements and follow safety procedures to ensure a safe working environment.
  • Maintain maintenance records for the area through the Company's Computerized Maintenance Management System (CMMS).
  • Compile information for and type routine correspondence, forms and reports.
  • Manage DOT records, inventory transfers, material ticket transfers and contractor insurance verifications.
  • Coordinate inventory record keeping pertaining to the receipt, storage, and disposition of products within the assigned area.
  • Maintain and manage location inventory levels, perform regular cycle count of inventory and reconcile differences, issue materials, and assist with all facets of the material handling and reporting process.
  • Answer inquiries, route calls to desired parties, take and transmit messages, and arrange conference calls.
  • Process invoices and assist with developing and maintaining the location budget.
  • Prepare outgoing mail and correspondence, including emails and faxes. Sort, read, and route incoming mail.
  • Create and maintain departmental files and purge them of obsolete materials according to document retention policy.
  • Manage gate entry, greet visitors, answer routine visitor inquiries, and conduct visitors to appropriate areas or persons.
  • Copies, assemble, and distribute contracts, reports, presentations, and other business materials.
  • Conduct research and prepare reports summarizing findings.
  • Order and maintain supplies and arrange for equipment maintenance.

Requirements

  • A High School diploma or GED certificate and three years of office and clerical experience is required. An Associate's degree in business or the equivalent in experience and five years of general administrative experience in a comparably sized company is preferred.
  • Ability to actively engage in safe behavior and understand and follow the principles and methods related to pipeline and workplace safety as established by the Company.
  • Knowledge of emergency and safety procedures, policies, procedures, equipment operating parameters, and all applicable regulatory requirements.
  • Ability to input data from inspection reports and completion data from various types of work orders.
  • Ability to use iService Desk to run reports on work order status and maintain area key log.
  • Knowledge of the Company's Authorization For Expenditure (AFE) process.
  • Knowledge of the principles and methods related to inventory management in the procurement, delivery, expediting, and reconciling of inventory.
  • Ability to communicate effectively with visitors, callers, and vendors.
  • Ability to organize information clearly and precisely.
  • Well-developed written communication skills to compose routine correspondence and reports.
  • Ability to interact with employees throughout the organization to provide information regarding invoices and contracts and other normal business-related matters.
  • Ability to effectively work and cooperate with supervisors, co-workers, and vendors.
  • Ability to follow corporate policies and the directions of supervisors.
  • Ability to refrain from causing or contributing to the disruption of the workplace.