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Job Information

BP Americas, Inc. Administrative Assistant in Baton Rouge, Louisiana

141578BR

Job title:

Administrative Assistant

Req ID:

141578BR

Relocation available:

No

Travel required:

No

About BP:

CUSTOMER AND PRODUCTS

We’re gearing up for the future. At bp our goal for C&P is to deliver the future of mobility, energy and services for our customers by innovating with new business models and service platforms.

C&P will become a hub, housing our midstream, lubricants, aviation, sale of chemicals, mobility and ‎convenience, marketing and our next-generation businesses, making it a highly integrated and ‎interconnected organisation. And with safety being our core value, our commitment to safe and reliable operations will never change.

Want to join the team? This means:

• being customer-centric, agile and responsive to changing customer needs and dynamic markets

• focusing on growth and development of customer offers

• optimising the chemicals and fuels value chains to maximise integrated value

• contributing to the reduction of carbon intensity of the products we create, and sell, by 50% by 2050 or sooner

• creating strategic partnerships that drive long-term value for C&P

• being digitally enabled and empowered by customer insights and data to deliver solutions.

Job Family Group:

Business Support Group

Legal disclaimer:

If you are selected for a position in the United States, your employment will be contingent upon submission to and successful completion of a post-offer/pre-placement drug test(and alcohol screening/medical examination if required by the role) as well as pre-placement verification of the information and qualifications provided during the selection process. The drug screen requires a hair test for which BP must be able to obtain a sufficient hair sample for analysis (4 cm/1 ½” scalp, or > 2 cm/¾” body – arms & armpits/legs/chest)

As part of our dedication to the diversity of our workforce, BP is committed to Equal Employment Opportunity. Applicants will receive consideration for employment without regard for race, color, gender, religion, national origin, disability, veteran status, military status, age, marital status, socioeconomic background, sexual orientation, gender identity, genetic information, neurodiversity/neurocognitive functioning or any other protected group status. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us or have one of your representatives contact us at PeopleCareHouston@bp.com ; or by telephone at 833 478 7480 8am-5pm CST/CDT Monday-Friday.

Read the Equal Employment Opportunity is the Law poster (http://www.bp.com/content/dam/bp-careers/en/PDF/careers-bp-us-eeo-is-the-law-english.pdf) and the poster supplement (http://www.bp.com/content/dam/bp-careers/en/PDF/careers-bp-us-eeo-is-the-law-supplement-english.pdf) - for more information about Equal Employment Opportunities. (Spanish version (http://www.bp.com/content/dam/bp-careers/en/PDF/careers-bp-us-eeo-is-the-law-spanish.pdf) )

BP is an equal employment opportunity and affirmative action employer. View our policy statement (http://www.bp.com/content/dam/bp-careers/en/PDF/careers-bp-us-eeo-policy-statement.pdf)

Job Profile Summary:

About us

At bp, we’re reimagining energy for people and our planet. With operations working across almost every part of the energy system, we’re leading the way in reducing carbon emissions and developing more sustainable methods for solving the energy challenge.

We’re a team with varied strengths of engineers, scientists, traders and business professionals determined to find answers to problems. But we know we can’t do it alone. We’re looking for people who share our passion for reinvention to bring a fresh opinion, ambition, and to challenge our thinking in our goal to achieve net zero!

Role Synopsis

The Administrative Assistant/ operations Support Specialist is an role that reports the Plant Manager and provides support to various plant leaders. There is a mix of responsibilities that this role performs such as PO Request, Good Receipts of Invoices, collaborating with vendors and AP to resolves issues, maintaining office and break room supplies, working with highly confidential employee data, running reports, and inputting data, and even working with Accounts Payable/Receivable. The ideal candidate will be able to do a variety of different administrative tasks while working in a dynamic environment with changing pace and needs.

Time Type:

Full time

Country:

United States of America

Location:

United States - Louisiana - Baton Rouge, United States - Louisiana - Port Allen

Job Advert:

Key Responsibilities:

  • Support management staff as needed with clerical, planning, ordering, research, etc.

  • Hourly Overtime (OT) Report by Department & Distribute

  • Review and Update Krono's Work Schedule

  • Process PO Request from quotes received (everything non-maintenance related)

  • Obtain PO Sign Off

  • PO Waiting Approval Report

  • File required PO Documents

  • Timely transactions of all PO & Payments

  • Investigate resolve any PO Issues

  • Use of proper g/l codes for each transaction

  • Good Receipt of Invoices

  • Good Receipting against invoices

  • Resolving past due invoices

  • Aged GRIR Resolutions

  • Work with vendor, bp’s AP and/ or GBS to help resolve invoicing issues

  • Review the weekly RTV (AP’s obsolete notice) and notify contact that their invoices was rejected by bp and what they need to do to resubmit.

  • Provide support to hourly employees:

  • Uniform fittings and issues

  • Identify invoices that need to be accrued and send information to Regional Finance Leader to process

  • Accrual update and management

  • Weekly meeting w/ local finance team to deep dive into spend & spend request.

  • Capture and communicate

  • Participate in monthly partnership meetings with identified vendors to improve financial progress

  • Key contact and manage relations for Cintas, Community Coffee and vending machine services

  • Provide support to organization, as needed (to include but not limited to Kronos, timekeeping rules and

  • Assist in maintaining and managing the Kronos timekeeping system

  • Maintain personnel records and plant files

  • Maintain site administration documents including emergency contact list, phone & office directory, organizational chart, training forms, evacuation list, vacation calendar, contractor safety orientation data

  • Manage the inventory (break room supplies (water), Office supplies (set & maintain min/ max levels)

  • Assist in planning staff wellness events

  • Maintain media rotation Should be a part of the front desk security/ admin role

  • Maintain TV media updates Should be a part of the front desk security/ admin role

  • Mail Sorting

  • Support new hire and terminated employee process - uniform recovery or orders, addition and removal from all site admin documents, create, or disable security badges, set up for trainings

  • Reconcile procurement, travel, and entertainment accounts regularly

  • Track important goals (Payroll and finance related)

  • Ensure payment of Non-Product Related bills, including rent, are paid on time

Crucial Education

Associates Degree preferred (but not required) or equivalent experience

Crucial Experience/Job requirements

  • Ability to work fulltime at the reception desk every day

  • Maintain a high degree of confidentiality

  • Organization - Prioritizing daily, weekly, semi-monthly, monthly tasks etc.

  • Exposure to payroll, accounts payable/receivable, and other financial transactions/skills

  • Skills in partnering with different plant leaders

  • Develop a problem-solving mentality

  • Ability to balance various priorities

Considering Joining bp?

At bp, we support our people to learn and grow in a diverse and exciting environment. We believe that our team is strengthened by diversity. bp is committed to encouraging an inclusive environment in which everyone is respected and treated fairly. There are many aspects of our employees’ lives that are meaningful, so we offer benefits to enable your work to fit with your life. These benefits can include flexible working options, a generous paid parental leave policy, excellent retirement benefits, and more!

Experience Level:

Entry

Entity:

Customers & Products

DirectEmployers