Administrative Specialist

Jobtailor; Calumet (OK); On-site; USD 32,000 - 52,000; Full time

Job summary

Jobtailor in Calumet, Oklahoma seeks an administrative professional to support operations, plant, and field activities. You will prepare reports, code invoices, manage records, and assist with projects while coordinating vendor data and cost tracking.

You will also handle vehicle procurement, RFS coordination, travel arrangements, and meeting logistics. The role requires 1–2 years of related experience and proficiency with Excel, Word, and Access.

Qualifications

• 1–2 years related work experience.
• Experience with office equipment such as computers, calculators, keyboards, two-way radios, fax, document scanners.
• Experience and training in spreadsheet and word processing software (Excel, Access, Word), and budget/account classification.
• Ability to interpret, compile, and prepare information and reports.

Responsibilities

• Provide administrative support for operations, plant, and field activities.
• Prepare reports, process and code invoices, manage records and assist with projects.
• Research and prepare reports or correspondence related to operations, finance, or compliance.
• Process invoices for cost centers, update vendor profiles, manage material requisitions and project AFEs.
• Coordinate vehicle procurement/registration and RFS coordination.
• Maintain logs, trackers, and databases for compliance and training.
• Arrange travel for leaders and employees and assist with meetings and training.
• Access and retrieve information using various systems, including dashboards and reporting templates.

Skills

Administrative support

Report writing

Data entry

Tools

Excel

Access database

Word

Office equipment

Job description

Responsibilities

• provide administrative support for operations, plant, and field activities
• responsible for preparing reports, processing invoices, coding invoices, record management and assisting with projects
• research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities
• process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs, to meet GAAP and SOX guidelines
• administer processes for vehicle procurement/registration and Request for Service (RFS) coordination
• update and maintain logs, trackers, and databases for compliance, training, and operational data
• coordinate travel arrangements for leaders and employees
• assist with the preparation and coordination of meetings, training sessions, and safety events
• access, retrieve, and maintain information using various systems, including customizing dashboards and templates for reporting purposes

Requirements

• 1 - 2 years related work experience
• experience in use and function of office equipment applicable to position including but not limited to: Computers, Calculators, Keyboards, Two-way radios, Facsimile machine, Document scanners
• experience and training related to: Spreadsheet and text software such as Excel, Access database, and Word, Transmission pipeline system operations and related procedures, AFE’s, completion reports, and related procedures, developing and maintaining file systems, budget processes/procedures, classification of accounts, ONE Call procedures
• experience interpreting, compiling, composing, revising, and/or preparing information such as correspondence and reports; policies and procedures; contracts and agreements; and job orders and completion reports