Field Operations Assistant

Buckeye Partners L.P.; East Chicago (IN); On-site; USD 42,000 - 68,000; Full time

Job summary

Buckeye Partners L.P. is seeking a Field Operations Assistant with strong administrative support experience in the Oil & Gas industry to join our team in Indiana.

This role focuses on providing financial and administrative support to the asset teams, budgeting, vendor setup, and compliance for multiple projects. The position requires high organizational skills, proficiency with Microsoft Office, and the ability to manage budgets up to $1.5 million.

Qualifications

• Significant, relevant administrative support experience is required.
• Experience in field operations is a huge plus.
• Experience with budgeting or accounting is a plus.

Responsibilities

• Provide administrative support to assigned asset team(s).
• Enter purchase requisitions and receipts, apply correct account codes on expense reports, invoice, and analyze budget information.
• Track costs monthly and coordinate with teams to meet year-end budget goals.
• Assist project managers with financial management of local projects and maintain project files.
• Organize asset team meetings and prepare presentations, agendas, and reports.
• Monitor warehouse operations, inventory, and procurement to ensure accuracy.

Skills

Administrative support

Budgeting

Field operations

Accounting

Education

High School Diploma or equivalent

Job description

Buckeye is the premier infrastructure and logistics provider for the world's energy needs, both today and tomorrow. Since 1886, we have successfully navigated transitions in the way energy has been distributed to continually meet the needs of an evolving market and industry environment. Our people are a critical element to the success and longevity of our operational history and our future as we seek to thrive through the energy transition.

We own and operate a diversified global network of integrated assets providing midstream logistic solutions, primarily consisting of the transportation, storage, processing, and marketing of liquid petroleum products. We are committed to safely and responsibly providing world-class service to meet the continually evolving energy needs of our customers and the communities we serve. As part of this commitment to our customers, we are continually diversifying our platform and service offerings to enable less carbon intensive energy solutions and undertaking decarbonization efforts on our operations.

Buckeye Partners is currently seeking a Field Operations Assistant with administrative support experience in the Oil & Gas Industry to join our team!

Role Summary

Provide administrative support to assigned asset team(s).

Responsibilities & Essential Functions include

• Perform financial and budgetary duties by entering purchase requisitions and receipts, applying correct account codes on expense reports, invoicing, preparing and analyzing budget information and variance explanation and tracking, reviewing expenditure details and resolving discrepancies. Perform reconciliations for purchasing cards.

• Support multiple Operations Managers, employees, and responsibilities as assigned.

• Manage anywhere from $1-1.5 million dollars budgets. Track costs monthly to meet end of year budget spend - working with teams to ensure budgetary items are purchased and are accounted for prior to year end or accrued.

• Work with accounting to have new vendors setup - ensuring insurance requirements are met, and new vendor information is submitted. Follow up on existing Outside Service providers to confirm they have acceptable vendor grade in ISNetwork and if necessary provide contractor reports of OQ qualifications, as requested by field personnel or project managers.

• Maintain State Environmental Permits - NPDES, Air, Water, Aboveground Storage Tanks, Local Business Licenses, etc. and file manifests.

• Prepare and process AFE's for local asset team members

• Assist project managers with financial management of local projects - Maintain Project Files; Remove Fix Asset (RITA), Reclassify Cost from Local Budgets to Project Funds as requested. Ensure quality control of weekly time sheet information by reviewing and approving data entered by field employees. Make corrections to timesheets before & after the rules engine runs.

• Organize asset team meetings by reserving conference rooms, assisting in the preparation of presentations, agendas, meeting requests, etc. Assist field employees in preparing memos, reports, presentations and other information needed for meetings or special projects. Manage the operation of the warehouse, which includes receiving materials from common carriers, entering inventory issues from stock, complete warehouse cycle counts, investigating and resolving any discrepancies between physical and book inventory records and ordering and replacing items used (for locations with warehouses).

• Facilitate compliance with Preventive Maintenance schedules by utilizing the Work Order system to report information on critical due dates. Work with teams to report discrepancies to the Compliance Department to ensure PM and equipment lists are accurate.

• Schedule and coordinate annual/semiannual equipment calibrations and call out services for equipment such as RVP, Sindie, Generators, etc.

• Provide training for new employees on multiple software applications.

• Provide accurate reporting for waste disposal and maintain local files on all hazardous/non-hazardous waste manifests.

• Perform packaging and shipping for locations. This may include shipping hazardous material samples (for testing, etc).

• Perform duties as administrator for Field Responsibility Intranet web site.

• Order office supplies and troubleshoot issues with printers, fax machines, computers, cell phones, vehicle information, etc. Maintain and secure new lease agreements for local equipment.

• Perform administrative duties for Training and Operator Qualification tracking and reporting. Enter new qualifications in tracking system and ensure monthly reports are posted.

• Schedule HAZWOPER, Smith Driving, CPR and other required trainings. Enter training activity reports for required team training in the learning management system.

• Screen incoming calls and greet visitors. Provide requested information to callers on subjects about which the incumbent is knowledgeable.

• Support District Work Team objectives and immediate needs.

• Provide assistance as requested from any other member of the District Work Team.

• Follow procedures for 3rd Party Damages - Collects all billing for the damages and assisting Right Away Specialist involving reimbursements.

• And other duties as assigned.

Position Requirements

• High School Diploma or equivalent required.

• Associates or Bachelor's Degree in relevant discipline would be a plus.

• Significant, relevant administrative support experience required.

• Experience in field operations is a huge plus.

• Experience with budgeting or accounting is a plus.

• Must be proficient using Microsoft Office.

• Up to 20% travel required.

Certificates & Licenses

• None required.

Other Skills, Attributes and Abilities

• In order to be successful in this position, the individual must be articulate and capable of effectively communicating (both verbal and written) with both peers and superiors. Also, must possess good organizational skills.

• Incumbents must exercise tact, discretion and professionalism when dealing with callers and visitors.

Essential Functions

• This position requires the ability to safely and successfully perform essential job functions consistent with ADA, FMLA and other federal, state and local standards, including meeting qualitative and or/quantitative productivity standards.

• This role requires the ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

• This position requires compliance with all personnel policies.

Physical & Safety Requirements

• The person in this position needs to occasionally move inside the office to access file cabinets, office equipment, etc.

• This role continuously operates a computer and other office productivity equipment (i.e. a calculator, copy machine and computer printer).

• The employee is frequently required to effectively communicate with others.

• This position is subject to DOT drug and alcohol regulations.

About You

To be successful in the Buckeye culture, our employees must possess a demonstrated commitment to environmental responsibility and regulatory compliance. Excellent communication, both written and verbal, as well as strong organizational skills are paramount. You must work independently and be able to exercise tact, discretion, and professionalism when dealing with internal and external customers, and when handling sensitive and confidential information.

Buckeye wants to create and reward an organizational focus that stimulates the creative and entrepreneurial actions of its employees that result in innovative ways of reducing costs, generating revenues, improving productivity, or improving processes.

People First Culture

From managing over 5,000 miles of pipeline to commercializing clean energy projects, our people collaborate to provide world-class service and meet the changing energy needs of our customers. Our employee-first culture means that we invest in our employees and equip them to be fully contributing members of high performing teams. We are focused on collaboration, inclusion, empowerment, accountability, and professional development. We want the best in you to bring out the best in us.

Join us as we work together to build a business that is responsive to the needs of the future while continuing to serve the energy needs of communities today.

Education

High School (required)

Experience

financial experience (preferred)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.