DescriptionJOB SUMMARYWith limited supervision, the Administrative Office Manager is responsible for providing general administrative support to the BP Whiting Refinery facility and overall office coordination. The Office Manager is to ensure efficient and effective business operations are maintained and exceptional customer service is delivered to all internal and external customers. Responsibilities include clerical support, general workflows, and handling a variety of the office day-to-day needs.The general responsibilities of the position include those listed below, but the company may identify other duties for this position. These responsibilities may differ depending on business necessities and client requirements.REQUIRED QUALIFICATIONS
High School diploma or equivalent
2 years previous experience as Administrative Support
1 year of lead or supervisory experience
Excellent verbal and written communications skills
Strong customer service skills
Ability to lead with professionalism, respect and integrity at all times
Proficiency with Microsoft Office
Must have reliable transportation to/from the work site. Valid driver’s license preferred.
As a condition of employment, must be able to successfully complete a criminal background investigation, drug screen, and a post-offer physical.
ESSENTIAL FUNCTIONSOffice Manager Services
Interface with L&D and TAR for onboarding.
Interface with procurement to support contractor management.
Serve as contractor companies’ point of contact.
Confer with company representatives to determine appropriate training.
Manage gate staffing/orientation staffing.
Manage badging trailer (submit maintenance requests, order supplies).
Maintain record-keeping system (VTMS).
Create and post course schedule quarterly (VTMS).
Complete the PreWork for the contractor orientation classes.
Register contractors upon their arrival for their scheduled training.
Assist with contractor management.
Manage the BP employee parking permit program and the contractor vehicle drive-in permit program.
Attend weekly Security LT meetings.
Answers telephone calls and emails from internal and external customers and clients and accurately relays information to them and/or directs them to relevant staff.
Manages incoming and outgoing correspondence including emails, faxes, mail and packages.
Reports office progress to senior management and works with them to improve office operations and procedures.
Participates in the planning, development, implementation, and support of operational activities.
Identifies ways to streamline operational procedures.
Critical thinking and active learning: Ability to quickly gain a broad understanding of company/division operations, organizational procedures, and personnel.
Clerical Administrative Services
Participate in various audits (ISO, Safety & Operational Risk, MTSA, Assurance, etc.).
Responsible for legal responses, correspondence and maintaining files.
Responsible for creating and maintaining C-Cure records of the trainees.
Updates contractors’ C-Cure records to reflect accurate status of badges.
Coordinates the Disabled by Inactivity Report; updating the contractor VTMS records accordingly.
Maintains lost badge billing.
Enters data and verifies Contractor Badge Request Forms.
Maintains trainee files: printing labels, adding IDs, credentials, tests, etc.
Assists in the PreWork for the contractor orientation classes.
Assists in orientation registration.
Aids companies who do not have VTMS access in scheduling their employees for orientation.
May perform other duties and responsibilities as assigned.
BENEFITSFull-time regular employees have the opportunity to enroll in health insurance, life insurance, 401k Retirement Plan and short term disability insurance. Full-time regular employees are provided access to our employee assistance program.WORKING ENVIRONMENTThe majority of work is performed in and around a professional office setting with a wide variety of people with differing functions, personalities and abilities.PHYSICAL DEMANDSThe employee’s work requires routine walking, standing, bending and carrying items weighing less than 20 pounds. Candidate will be required to successfully complete a post-offer pre-hire physical.REASONABLE ACCOMMODATIONIt is Denali Universal Services’ business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.EQUAL OPPORTUNITY EMPLOYERDenali Universal Services is an Equal Opportunity Employer.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
