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Rodeo , CA

Our client is a major refinery in the Northern California area serving the fuel transportation and aviation fuel needs of the western United States. Operates an integrated network of strategic assets that creates and sells refined petroleum products, from feedstock acquisition to wholesale, commercial and retail sales outlets.  They are seeking an Administrative Assistant to support their Northern California refinery operations.

Job Description:

Contractors/ CCM: (25%)
  • Create and distribute contractor billing instructions
  • Receive force reports and update contractor force report spreadsheet daily
  • Receive contractor timesheets for invoice reviewal
  • Review & approve contractor time exceptions.
  • Review I-pay and E-pay invoices.
    • Ensure invoices are billing for the correct person/people, billed to the correct PO/ Network #, and hours do no exceed the approved amount and/or site restrictions
    • Assemble contractor manuals updating information as needed
Material/ Service Requisitioning: (25%)
  • Contact vendors to request or revalidate quotes
  • Create, revise, or delete requisitions and purchase orders for materials and services in SAP
  • Manage requisition log
    • Create requisition cover sheet, input requisition information (Vendor, Requisition Type, Cost, etc..) and update as needed
    • Work with buyers, vendors, and transportation company to expedite orders as needed
    • Track orders and update appropriate person(s).
    • Work with the warehouse to verify material delivery and receiving in to SAP
    • Work with material expeditor for material deliveries, pick-ups, and material kitting
    • Work with buyers to verify vendors are active
    • Contact vendors after the turnaround is complete to close any open purchase orders
Equipment: (20%)
  • Gather requested equipment from planners/ field supervisors.
  • Contact the rental company to reserve equipment and request equipment cost
  • Ensure equipment will be available and delivered on-time
  • Work with field crews to have equipment transported to and from the rental yard
  • Function as the Point of Contact for equipment deliveries or repairs
  • Verify the equipment on rent and update the rental log with the equipment number and on-rent/ off- rent dates.
  • Work with planners and field supervision to acquire any additional equipment and to off-rent equipment not needed
  • Work with rental company to schedule and track equipment off-rents and ensure equipment has been returned
  • Review equipment invoices in SAP
    • Ensure invoices are being billed to the correct network # and have the correct equipment number and rental duration
    • Work with the Hazardous Waste coordinator to track catalyst bins sent to reclamation centers
    • Manage radios rented for the turnaround
      • Work with planning to estimate number of radios needed
      • Arrange delivery and return to the vendor
      • Work with IT to get radios programmed
Logistics: (15%)
  • Contact vendors to request quotes for temporary buildings, break tents and storage containers
  • Schedule and oversee delivery, setup, and removal of temporary buildings, break tents, and storage containers
  • Contact IT to get cost and schedule installation of data lines in temporary buildings
  • Work with planning to get electricity hooked up to temporary buildings and break tents
  • Ensure permitting requirements are met and contact appropriate groups to have the building permit approved
Planning Support: (15%)
  • Use Visio to create equipment and logistics plot plans
  • Review the Engineering Priority List and print out construction packages
  • Assist with putting hard copy job packages together
  • Gather equipment information utilizing SAP and from equipment folders in Central Records & ME&I
  • Utilize and update the material inventory spreadsheet
  • Assist with creating and formatting various Excel spreadsheets
  • Order office supplies and organize receipts for credit card reconciliation
  • Assist with putting meeting documents together
  • Use SAP to look up previous material or service purchase orders
  • Use SAP to pull up equipment Bill of Materials
  • Use Microsoft Access to print work orders
  • Use Microsoft Word to create step-up request forms
  • Use Visio to create staff Organization Charts
SAP Overview:
  • Create, revise, and/or delete requisitions & purchase orders for material and services
  • Look up vendor numbers to verify vendor is active
  • Review vendor invoices and route for approval
  • Look up open PO’s to close post turnaround
  • Pull up equipment Bill of Materials
  • Search for equipment documents
Regular schedule is 5-8’s but during turnarounds(2-3 a year) and last 2-4 weeks, there will be extended hours sometimes 7-12’s or 13’s. 
Job: 5827

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