Administrative Coordinator

Phillips 66 & YOU - Together we can fuel the future

Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence. Phillips 66 was recognized by Forbes as one of “America’s Best Employers” in 2021.

Learn more about Phillips 66 and watch our video "Trying New Things" by visiting phillips66.com/about.

The Administrative Coordinator position supports the managers and staff in the Global Compliance and HSE organization, as required. The HSE organization is responsible for engaging in facility auditing, emergency response, product stewardship, and process safety, supporting safe and efficient operations across Phillips 66. This role will support the auditing, process safety, and crisis management teams, manage multiple group calendars, coordinate conferences, engage with external organizations or their staffs, support the manager and supervisors, and work with other support staffs, as necessary. The role will possess capability for basic analysis of documents and data. The selected candidate will be a key contributor to the strategic goals of the business from a support capacity.

Responsibilities May Include:
Providing support for a wide range of administrative duties with a professional executive presence.

Professionally handling sensitive and confidential information and will maintain confidentiality under all circumstances.

Managing team calendars across multiple sites for scheduled audits and PHAs.

Scheduling conferences, arranging and setting up conference rooms, meals, and attending to needs of outside visitors.

Making travel arrangements, preparing itineraries, preparing travel visa applications.

Preparing, proofreading, finalizing, and submitting documents to executive leadership, as needed.

Understanding the basic organizational structure and roles within the department and company.

Interacting professionally with external business contacts, reliably answering and returning phone calls, escorting visitors, and understanding basic roles of the staff groups.

Creating, revising, analyzing, proofreading, and distributing various types of documents, data tables, briefing materials, presentations, and spreadsheets (Microsoft Excel, Tableau/Power BI, Word, PowerPoint, Outlook).

Assisting with analysis of documents or spreadsheet data - examples include external benchmarking, rule summary, and budget tracking.

Preparing executive briefing booklets in preparation for trade association meetings.

Managing and prioritizing calendar for lead manager.

Creating, managing, and maintaining various SharePoint, LiveLink, Intranet, and other information sites.

Managing office supply inventory and ordering supplies as needed and within budget.

Distributing mail and arranging shipment of packages.

Working in web-based software applications, assisting with setup of new employee office/phone/IT equipment/orientation, and assist existing employees with similar needs.

Creating requisitions in SAP, submitting invoices, and interfacing with the Finance organization to support budget reviews.

Required Qualifications:
Legally authorized to work in the job posting country

High school diploma or GED equivalent

Intermediate level of proficiency in Microsoft Office: Word, Excel, and PowerPoint; Outlook, and SharePoint

3 or more years of experience in administrative support

Willing to work overtime when required

Willing to travel up to 5% of the time

Preferred Qualifications:
Advanced level of communication skills, both verbal and written

Ability to prioritize, multitask and follow up in a multifaceted work environment, including managing unplanned/critical tasks at the same time

Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent interface with all levels of management and representatives from external organizations

7 or more years of experience in administrative support

Delivers results on time with high quality standards

Strong work ethic and takes initiative to take on and learn new tasks

Strong knowledge of records management and willingness to apply to organization

Experience in assisting with calendar management

The ability to build networks in an organization

Working knowledge of Office 365, SAP, LiveLink, Power BI, Tableau, and other essential systems

Total Rewards

At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being — physical, emotional, social, and financial — is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results — personally and professionally. Benefits for certain eligible, full-time employees include:

Annual Variable Cash Incentive Program (VCIP) bonus

8% 401k company match, with an additional 0-4% Company 401k contribution based on the Company’s financial performance

Cash Balance Account pension

Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP

Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services

Learn more about Phillips 66 Total Rewards at hr.phillips66.com/.

To be considered :
In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of June 19, 2023 .

Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities

Requisition ID: 57733

Location: Texas - Houston

Job Field: Health, Safety, and Environment