Administrative Assistant

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.

Role Summary :

Buckeye Partners is seeking a highly organized and detail-oriented individual to join our dynamic Terminal Customer Support team.

As an Administrative Assistant you'll play a pivotal role in supporting and enhancing our Terminal Customer Support team's efficiency and enabling our members to focus on strategic initiatives.

Your contributions will directly impact our operational success and maintain our positive, collaborative team environment.

Responsibilities & Essential Functions include :

Team Support :

• Streamline and assist with daily administrative operations support by identifying and implementing process improvements, eliminating bottlenecks, and maximizing efficiency.
• Take ownership of the team's immediate office environment, ensuring it's welcoming, productive, and well-supplied.
• Coordinate and facilitate team meetings, gatherings, and team-building activities to foster camaraderie, knowledge share, and a positive atmosphere.
• Assist team members with use of administrative systems that may not be frequently accessed.
• Purchasing activities; assisting with office supplies, swag, and other various items. Purchase Orders for various services and Driver Cards for field terminal use.

Budget Management :

• Assist with the management team's financial processes, including :
• Processing invoices within the OpenInvoice Corporate Performance Management (CPM) tool and work orders in JDE (J.D. Edwards) ERP system.
• Monitoring and maintaining the team's expense reports and budget.
• Accurately preparing, reviewing, and approving timesheet submissions in JDE.
• Ad-hoc report generation for employees and managers regarding paid time off balances.
• Help identify cost-saving opportunities and contribute to responsible financial management.

Information Organization :

• Maintain and develop digital filing systems and records for easy access and retrieval of critical information.
• Implement strategies to digitally collect and organize information effectively, reducing clutter and improving overall team productivity.

Regulatory Reporting :

• Aggregate, prepare, and investigate terminal product inventory, product blending activities, and throughput data to ensure accurate and timely submission of weekly and monthly EIA (Energy Information Agency) reports (surveys).
• Field follow up questions from EIA and API (American Petroleum Industry) and investigate with appropriate Buckeye personnel and provide additional explanation or re-submission.
• Identify potential areas for improvement in data collection and reporting processes.

Additive Management :

• Support the generation of generic petroleum product additive usage reports, ensuring accuracy and timely submission to vendor(s) for Buckeye Terminals' 140+ locations.
• Process additive consignment invoices in a timely manner to obtain early-payment discounts.
• Collaborate with internal teams to optimize additive management processes, ensuring compliance and efficiency.
• Other duties as needed and assigned.

Position Requirements :

• High School education required.
• Associates and / or Bachelor's Degree is preferred.
• 5+ years' experience in a similar Administrative Support role required.
• Must be highly proficient in the use of Microsoft 365 Suite.
• Ideally familiar with the use JD Edwards, MS Power BI and all other Buckeye process systems.

Physical & Safety Requirements :

Typical office setting

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.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

The 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)