Division Coordinator - Field

Energy Transfer Partners, L.P.; Louisiana (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

Energy Transfer Partners, L.P. is seeking a Field Coordinator to manage a broad range of administrative duties, support division project managers, and assist with office financial tasks. The role involves processing invoices, coordinating with vendors, and maintaining expense records in Concur.

The candidate should have a high school diploma and 0–2 years of administrative experience, with proficiency in Microsoft Office and familiarity with SAP/Apttus systems. Occasional travel is possible.

Qualifications

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, SharePoint, Teams).
• Experience with SAP or Apttus is preferred.
• Strong written and verbal communication skills.

Responsibilities

• Perform and oversee administrative tasks to keep Division office operations smooth.
• Support Division project managers and technical staff as needed.
• Process vendor invoices, coding, approvals and payments in SAP/Apttus.
• Prepare monthly expense reports and reconcile Pcard expenses in Concur.

Skills

MS Office

Excel

PowerPoint

SharePoint

Education

High school diploma

Associate or Bachelor's degree

Tools

SAP

Apttus

Concur

Job description

Summary

The Field Coordinator is responsible for performing and overseeing a wide range of administrative activities, ensuring smooth Division office operations, supporting Division project managers and technical specialists, and assisting with Division office financial tasks.

Essential Duties and Responsibilities

Duties may include, but are not limited to -

Administrative Support

Create Fed-ex shipments as needed.

Participate in the Division safety program.

Assist Division Administrative Assistant and Division Analyst as needed.

Track and order office supplies as needed.

Create payment request for Division related expenses.

Process all incoming vendor checks.

Create reclassifications , submit them for approval and track status.

Assist Division Analyst with monthly forecasting, accruals, and associated reporting.

Input project approval requests in SAP via WBS/AR process.

Employee Support and Training

Support employees through timesheet entry process and familiarize them with pay codes and company policies utilizing the ADP system.

Create and reconcile monthly expense reports for Division staff, capturing employees' monthly credit card (Pcard) expenses in Concur. Verify coding and required documentation are attached.

Assist project managers with work offer/change order requests in Apttus.

Invoice and Vendor Management

Initiate new customer and vendor request for vendors to be added to SAP or Apttus.

Work with Business Partners and vendors to ensure the required documentation is obtained and supplied to business partners.

Review, code, submit invoices and credit memos into the SAP Accounts Payable system ensuring that all charges are accurately allocated to the correct asset and track approval and payment status.

Process Journal Entries for invoice corrections

Review invoices to ensure they are routed through the appropriate system/group (i.e. Apttus, Purchasing, OpenText).

Verifying the correct vendor number and/or alternate payee number has been selected in Apttus.

Verifying invoice amount and/or tax is correct and adding pertinent information.

Once the invoice is approved, verify that invoice posted for payment to be released.

Process retainage release invoices by preparing reconciliation report verifying the amount of a vendor's invoice matches the amount of retainage that was initially withheld, obtain contractor's completion affidavit from project manager and prepare required documentation to process retainage release invoices.

Assist division personnel, corporate personnel, and vendors with various invoice and Apttus inquiries and requests which includes payment status inquiries and Apttus timesheet\milestone inquires.

Contact vendors to resolve billing discrepancies and ensure accurate submittal of invoices.

Verify invoices against contracts (via Apttus) to comply with terms and rates.

Training and Continuous Improvement

Attend training on relevant software and programs, such as Excel, PowerPoint, Apttus, Concur, and other new tools introduced by the company.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

High school diploma or equivalent

0-2 years’ practical experience as an administrative support professional in a fast-paced work environment

Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, SharePoint, Teams).

Strong written and verbal communication skills.

Ability to handle multiple tasks and prioritize responsibilities with changing deadlines

Excellent organizational skills

Ability to interface efficiently and professionally with vendors and employees within our organization at all levels.

Ability to work with minimal supervision and be self-driven

Preferred Qualifications

Associate or bachelor's degree in accounting, business administration, computer operations, and/or equivalent work experience in a related field.

Experience in the energy (Natural Gas/NGL/Oil/LNG) industry.

Familiarity with SAP, Apttus, and other project lifecycle tools.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

Normal office working conditions.

Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.

Occasional travel, including overnight stays, may be required due to administrative support requirements of other locations within the division.

Occasional visits to locations which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, requiring appropriate personal protective equipment.

An equal opportunity employer/disability/vet

Energy Transfer is an equal opportunity employer and does not discriminate against qualified applicants on the basis of actual or perceived race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, pregnancy, veteran status, genetic information, citizenship status, or any other basis prohibited by law.

The nature and frequency of the above working conditions and requirements may vary depending on individual operational circumstances. Where feasible, the Partnership will make reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job.

DISCLAIMER

The statements listed in this job posting, which are subject to change, are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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Energy Transfer is an equal opportunity employer and does not discriminate against qualified applicants on the basis of any actual or perceived legally protected characteristics under federal, state, or local law.

To view a notice describing federal equal opportunity laws click here .

If, because of a medical condition or disability, you need a reasonable accommodation forany part of the application process, please contact the EEO Coordinator at 713-989-2247.This number is for reasonable accommodation requests only.