Administrative Assistant, Bayway Refinery

Phillips 66 & YOU - Together we can fuel the future The Administrative Assistant is responsible for providing the Maintenance and Capital Projects departments with administrative, procurement, and cost controls support. Responsibilities May Include

• Support the Maintenance work process and budget cost control through various tasks and activities.
• Ensure work orders, requisitions and purchase orders are coded to appropriate cost categories consistent with corporate guidance.
• Build, maintain, and distribute various cost and activity reports.
• Support the development and updating of annual maintenance budget and control tools.
• Ad-hoc cost data gathering.
• Work with capital project engineers, construction/turnaround leads, procurement, vendors and contractor timekeeping coordinator on issues relating to purchase orders, invoicing, and time allocations.
• Create, maintain, and steward capital and maintenance projects in SAP, including project initial set, entering purchase orders and change orders, and submit journal voucher requests.
• Create work orders, material and service requisitions as necessary.
• Act as Turnaround cost control software (IPS/STO) Administrator.
• Coordinate Document Retention Management for Maintenance Department.
• Demonstrate knowledge of organization, document retention policy, business procedures and practices.
• Handle business-related issues to ensure minimum disruption of daily business; provides information to others.
• Act as a liaison between internal and external customers, suppliers and vendors.
• Other administrative tasks to support as assigned.

Required Qualifications

• Legally authorized to work in the job posting country.
• High School Diploma or GED equivalent.
• Proficient with Microsoft Word and Outlook applications (performing the skill with limited assistance) with emphasis in Excel and PowerPoint applications.
• 3 or more years of administrative assistant experience.
• Willing and able to obtain a valid Transportation Workers Identification Credential (TWIC).
• Must be willing and able, with or without reasonable accommodation, to comply with the following:
  • Travel up to 5% of the time.
  • Occasional on-call duties.
  • Work extended hours, which may include evenings, weekends, and holidays.
  • Work safely near large, hot, high-speed machines.
  • Climb ladders and stairs up to 200 feet in height.
  • Work around chemicals, including acids and bases.
  • Work around hydrocarbons under high pressure and heat.
  • Work outside in harsh weather conditions.
  • Wear fire retardant clothing and personal protective equipment (such as steel-toe shoes, ear and eye protection).
  • Maintain face daily so that a respirator/face mask can seal properly (some examples include being free of facial hair and/or clean shaven).

Preferred Qualifications

• Experience in SAP.
• Experience in Tableau or Power BI visualization software.
• Excellent communications and interpersonal skills.
• Strong organization skills and independently capable of setting and sorting out priorities.
• Ability to work well under pressure and changing priorities.
• Ability to maintain confidential information and manage legal hold orders.
• High energy with a strong can-do attitude and proactive in taking the extra steps to provide support and accomplish work.
• Ability to manage small projects from start to finish with minimal direction.

The Bayway Refinery is located on the New York Harbor in Linden, New Jersey. Bayway's facilities include crude distilling, naphtha reforming, fluid catalytic cracking, solvent deasphalting, hydrodesulfurization and alkylation units. The complex also includes a polypropylene plant with the capacity to produce up to 775 million pounds per year. The refinery processes mainly light and medium, low-sulfur crude oil. Foreign crude oil is supplied to the refinery by tanker, and domestic crude oil is supplied through a combination of rail and marine transportation. Within the refinery, Phillips 66 Partners has a rail receiving facility with 75,000 BPD of offloading capacity. The refinery produces a high percentage of transportation fuels, as well as petrochemical feedstocks, residual fuel oil and home heating oil. Refined products are distributed to East Coast customers by pipeline, barge, rail car and truck. Total Rewards At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being - physical, emotional, social, and financial - is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results - personally and professionally. Benefits for certain eligible, full-time employees include:

• Annual Variable Cash Incentive Program (VCIP) bonus
• 8% 401k company match
• Cash Balance Account pension
• Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
• Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services

This position is eligible for the Phillips 66 geographic differential pay program. Details and terms to be conveyed in offer of employment. Learn more about Phillips 66 Total Rewards . Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ+ community and military veterans. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence.


Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.


To be considered In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 06/21/2024 . Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire. Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities Nearest Major Market: New York City
Nearest Secondary Market: Newark