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Administrative Assistant

  • Location: Portland, Multnomah, Oregon
  • Salary: 20-23 per hour
  • Job Type:Contract

Posted 12 days ago

  • Sector: Professional
  • Start Date: 2021-09-29
  • Job Ref: 22-09401
The Coordiantor of Inventory Control role provides daily business support to the Plant Manager of Lubes Operations, Portland OR Plant. This position is accountable for office, administrative, process, accounting and procedure responsibilities providing these services in a way that enables an effective and efficient work environment.
Provides general administrative support to the Plant Manager of Lube Operations including the compilation and submission of monthly or time based reports as deemed necessary by company, regulatory, governmental, and other agencies or by the Plant Manager of Lube Operations.

1. Provides office coordination for the Plant Manager of Lube Operations and staff, including supply maintenance (keeping printers/copiers/faxes) in working order and supplied with paper and toner, general communications, managing Outlook public folders, mail groups and contact lists, conference room management, interfacing with the IT group for electronic hardware requirements.
2. Performing as Records Retention Coordinator for the Portland Lubes group, defines methodology, monitors and assures compliance with document retention policy and procedures for the Plant Manager of Lube Operations.
3. Prepares and codes payroll timesheets and enters into SAP/CATS system for hourly and Exempt employees,
maintains monthly overtime and absenteeism tracking, IMPACT Work Hour Data Entry, OSHA 300 log reports,
prepare periodic and monthly expense reports, research billing issues and track contractor hours.
4. In coordination with HR Department assists with employee setup, orientation forms, benefit options, ensuring completion and submission of new employee general and time-sensitive documents.
5. Develops, maintains and continuously improves administrative systems, processes and procedures.
6. Prepares and formats presentations via Microsoft PowerPoint and Word as required by the Plant Manager of Lube
7. Organizes, various staff lunches, team building activities and other events.
8. On an ongoing basis assembles and verifies daily in-house stock activities, monitors and corrects G/R-I/R, Blocked
Invoices and Blockeed Stock, and oversees, reconciles and reports cycle count activities.
9. Optimizing the inventory control process, monitoring the accuracy of tank gauging system, prepares monthly inventory reconciliation and billing of vendor managed inventory and month-end reports (Chemtool totals, Stock Transfers, Inventory Receipts, Month-End Inventory) and any others the Plant Manager of Lube Operations determines necessary.
10. Organizes and coordinates Bi-Annual Physical Inventory Counts, accounts for package overfill, sample and slop
write offs, and manages quarantined materials list.
11. Ensures that all back flushing, goods receipt, goods issued and 721's are accounted for and processed in a timely
12. Creates Service and Project Purchase Orders.
13. Maintains risk ranks for service vendors.
14. Maintain terminal security truck & visitor log.
15. Continue to promote and contribute to ongoing participation and support in maintaining our VPP certification.
16. Proactive style and approach; desire to improve operations of Portland Lubricants group.
17. Reviews, understands and supports the Phillips 66 Standard Operating Procedures defined by department
environmental and quality management systems and understands and supports the Phillips 66 Quality Policy.
18. Responsible for reading, understanding and supporting the Phillips 66 Quality Policy.
NATURE AND SCOPE: Comment on the overall complexities of the position by incorporating such information as nature and extent of incumbent's contacts inside and outside of the organization; limits for authority on matters of expenditures, changing policies, implementing plans; nature and impact of the problems the position must solve; position's impact relative to company operations.


Prior to a contractor starting work Coordinator Inventory Control is responsible for initiating an MSA and SOW with Bartlesville procurement.

Ensure all corporate financial guidelines for inventory are followed.

Must comply with all Phillips 66 Safety Standards and Procedures.

Must have good organizational skills, must be able to work independently.

This job regulary interfaces with Vendors, Phillips 66 Staff at Houston, and Portland Terminal Lubricants employees.