Administrative Assistant (CASA Pipeline)

NoteEmployer will not sponsor visas for positionJob Summary

Responsible for providing support for CASA Pipeline activities through general administrative tasks. Supports Assistant Regional Terminal Manager – CASA Sub Region in safety, operation, and compliance of the CASA pipeline. Performs routine and repetitive duties independently and according to established procedures and practices. Performs more complex assignments with limited supervision. Duties include: General administrative support for CASA Pipeline, report preparation and distribution, completion of special projects, presentation development, office supply ordering and invoice payments, expense report preparation, and coordination of various monthly meetings and backup to other administrative support.

Minimum Qualifications

High School or equivalent; Degree preferred but not required.

Minimum of 4 years previous experience as Administrative Asst. or 4 years relevant experience.

Proficient in use of Word, Excel, PowerPoint and office equipment.

Good interpersonal skills and able to handle multiple projects.

Notary Public preferred but not required.

Job DutiesGeneral administrative support including 1) maintaining CASA Pipeline vacation and other time off records; 2) arranging meetings; 3) coordinating CASA Pipeline functions with other departments; 4) answering and responding to phone calls and inquiries; 5) distributing CASA Pipeline messages, mail items and incoming pipeline "one call" locates to proper individuals; 6) ordering office supplies; 7) maintaining and updating filing systems; and 8) Attends and takes notes at safety meetings.Receive, review and forward to manager for review and signature, personnel timesheets, expense statements and pro-card statements. Upon manager's signature, forward documentation to appropriate department for processing and files accordingly.Communicate updates and correspondence by preparing spreadsheets, memos or other reports which include gathering data and conveying data to regional managers, vendors, clients and government agencies (i.e. TxRRC, DOT, etc.).Ensure CASA Pipeline invoices are received and paid in accordance with company policy.Maintain files and tracking system by conducting periodic file audits, purging and adhering to company retention schedule.Prepare and enter requisitions, work orders and service entries into SAP. Coordinate & request vendor setup and updates into SAP master data through general accounting office and purchasing departments.Create, update and maintain regulatory and non-regulatory manuals.