Administrator, Project Management

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

The Administrator, Project Management role is responsible for providing administrative support to the District Project Management team: maintaining, organizing, updating, etc. all project documentation; assisting PMs with administrative duties including processing requisitions/purchase orders, receiving and coding project invoices and P6 project scheduling updates; ensuring the efficient daily operations of the office.

Responsibilities & Essential Functions Include

• Daily Operations. Providing overall administrative support and managing the daily operations of the office by performing the following duties: screen incoming calls, mail and faxes; greet visitors; administer guest parking; answer caller inquiries; make travel arrangements and prepare itineraries for employee travel; prepare drafts of proposals and presentations; finalize document presentations; organize and maintain paper and electronic files as required; assist PMs in tracking and reporting Operator Qualification (OQ) records for projects; contractor welder qualification records for projects; assist the District Assistant and Project Managers on invoicing/accounting discrepancy investigations and reconciliation.
• Documentation Coordination. Coordinating the retention, organization and maintenance of all project-related documentation: develop Job Books from coordination and receipt of project data, as-built drawing packages and other required documentation from project managers, engineers, drafters, and others as defined in the Document Management Plan; distribute asset records as outlined in the Document Management Plan; update, catalog, and maintain various integrity-related documentation (weld x-ray, hydrotest information, tank repairs, etc.); receive and catalog records during Asset Acquisitions; archive completed project files and handle requests for archived information (i.e., relocations and facility audit preparations); serve as district liaison for records management & storage with IronMountain records repository; perform duties as administrator for Projects Documentation SharePoint site, manage and post electronic job books on the site; seek continuous improvement by developing ways to streamline the documentation capturing and publishing process; provide hands-on training on documentation policies for projects for new employees as well as refresher training as requested.
• Financial Support. Preparing, coding and processing all necessary check requests, project invoices, AFEs, Work Orders and Purchase Orders through the JDE financial system, assisting in the management of the office expense budget and processing employee expense reports. Assisting PMs in writing Management of Change (MOC) work orders and capturing/populating additional data records for job book development/project closeout in JDE
• Project Support. Producing project reports and schedules as required for Management. Prepare job specifications and packages for contractors and sub-contractors. Assist PMs in project schedule updates in P6.
• Office Supplies. Purchasing office supplies, kitchen provisions and office equipment.
• Facility Maintenance. Arranging repairs and maintenance for the office facilities and equipment as needed.
• Calendar Support. Maintain weekly schedules and calendars for personnel.
• Process employee expense reports.
• Presentations. Organizing and arranging customer related and project management functions, presentations, agendas and meetings; assisting with speech material; coordination of meetings by reserving/organizing conference rooms.
• Track documentation deliverables and maintain KPI’s regarding receipt deadlines as outlined in the Document Management Plan.
• And other duties as assigned.

Position Requirements

• High School education required.
• Associates and/or Bachelor’s Degree in Secretarial Science is preferred.
• 2+ years’ experience in a similar Administrative Support role required.
• Experience with budgeting or accounting is a plus
• Experience in project management or engineering is a plus
• Must be highly proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.
• Knowledge of pipeline industry and terminology is highly desirable.

Certificates & Licenses

• Notary Public is a plus

Other Skills, Attributes And Abilities

• To be successful in this assignment, the incumbent must possess excellent organizational skills, excellent interpersonal and communications skills for interacting with all levels of Company officers and employees as well as outside vendors, suppliers and especially customers.

Essential Functions

• This position requires the ability to safely and successfully perform essential job functions consistent with ADA, FMLA and other federal, state and local standards, including meeting qualitative and or/quantitative productivity standards.
• This role requires the ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
• This position requires compliance with all personnel policies.

Physical & Safety Requirements

• The person in this position needs to occasionally move inside the office to access file cabinets, office equipment, etc.
• This role continuously operates a computer and other office productivity equipment (i.e. a calculator, copy machine and computer printer).
• The employee is frequently required to effectively communicate with others.

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.