Hybrid Part-Time Petroleum Office Administrator na GARDEN CITY CO-OP INC

Description

SUMMARY

Are you highly organized, detail-driven, and passionate about supporting a fast-paced team? We’re looking for a Part-Time Petroleum Office Administrator to help keep our operations running smoothly! The Petroleum Office Administrator plays a vital role in facilitating smooth communication and collaboration between internal teams, external stakeholders, and regulatory authorities. The ideal candidate should be highly organized, detail-oriented, customer focused and possess a strong understanding of office administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform general administrative duties, including managing phone calls, customer walk-ins, emails, and correspondence related to petroleum operations.
• Organize, maintain, and update physical and electronic records of petroleum-related documents, such as permits, licenses, contracts, and compliance reports. Ensure all documentation is accurately filed and readily accessible.
• Input data into spreadsheets or databases, ensuring accuracy and completeness. Prepare reports, presentations, and other materials as required by the petroleum department. Generate and analyze data for decision-making purposes.
• Stay up-to-date with relevant regulations and requirements related to petroleum operations. Assist in preparing and submitting necessary documents, reports, and applications to regulatory authorities. Maintain compliance records and support internal audits.
• Support the daily operations process of the petroleum office.
• Greet and assist customers; create counter sales.
• Process invoices, expense reports, and purchase orders. Maintain accurate financial records and support financial reporting.
• Provide outstanding customer service to develop relationships and handles complaints in a friendly and professional manner.
• Promote and maintain a safe working environment by adhering to HSE policies and procedures. Report any safety concerns or incidents to the appropriate channels.
• Other duties as assigned.

SUPERVISOR RESPONSIBILITIES

No

QUALIFICATIONS

• Integrity and good judgment skills required
• Excellent customer service skills required
• Must have the ability to multi-task
• Ability to speak effectively before groups of customers or employees of organization
• Ability to read and interpret documents required
• Must have the ability to develop content for customer/patron and prospect correspondence 

Qualifications

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent (GED) required
• Additional certifications or relevant training in office administration or petroleum-related fields is a plus.

  TOOLS AND TECHNOLOGY USED IN THIS POSITION

• Computer
• Software:  Word, Excel, Email, Dispatching Software, Salesforce, Accounting/ERP software, Vendor portals

 CORE COMPETENCIES NEEDED FOR THIS POSITION

• Safety – Maintains a work environment that is safe for everyone
• Customer Focus – Actively looks for ways to help customers
• Integrity – Adheres to moral and ethical principles
• Teamwork – Works well with others to achieve a common goal
• Financial Accountability – Takes responsibility for the way money and resources are used and managed
• Innovation – Introduces new ideas, devices, or methods

 INDIVIDUAL COMPETENCIES NEEDED FOR THIS POSITION

• Customer Focus - Listens and responds effectively to external and/or internal customer questions and resolves customer problems to the customer’s satisfaction.  Follows-up with customer to ensure that all problems have been resolved to the customer’s satisfaction.  Is committed to exceeding customer’s expectations
• Positive Outlook - always displays optimism.  Stays positive and remains upbeat.  Notices and acknowledges things that are going well, especially during stressful times.  Faces problems head on and will make productive changes to the outcome.
• Productivity - Meets or exceeds the expectations that have been established for this position.  Has successfully combined skills, ability and effort to ensure that manager’s expectations related to position results and output are achieved.
• Dependability - Follows through with commitments and can be counted on to meet deadlines. Comes to work on time as scheduled and is ready for work.      
• Demonstrates a good attendance record and is aware of the impact that missing work will have on the customer as well as co-workers.
• Quality of Work - Maintains high standards despite pressing deadlines and does work right the first time. Corrects own errors. Is personally committed to high quality work and encourages others to have similar standards.  Regularly produces accurate, thorough and professional work.
• Personal Accountability for Safety - Behaves in a way that demonstrates Safety as a top priority.  Immediately informs a supervisor about any unsafe working conditions. Does not hesitate to address co-workers that engage in unsafe work habits. Leaves others with the dear impression that Safety is a core value of this organization.

 PHYSICAL DEMANDS FOR THIS POSITION

• Standing
• Walking
• Sitting
• Talking
• Hearing
• Climbing
• Able to balance
• Stooping
• Kneeling
• Crouching
• Crawling
• Tasting

• Smelling
• Use of hands to finger, handle or feel
• Reach with hands and arms
• Must be able to lift and/or move at least 50 pounds.
• Specific vision abilities include close vision, distance vision, color vision,

peripheral vision, depth perception and ability to adjust focus.

The physical demands described above are representative of those that must be met in order to perform this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

DISCLAIMER

This job description reflects management’s assignment of essential functions, position responsibilities, and required abilities and skills.  This job description in no way states or implies that these are the only duties to be performed by an individual in this position and nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to the person holding this position at any time.  Requirements are representative of minimum levels of knowledge, skills, and/or abilities expected to meet job standards.