HSE Administrative Support II

JOB SUMMARY

Support the Health, Safety, and Environmental (HSE) team at the Tyler Refinery as an HSE Admin. In this role, you’ll work with HSE leadership and team members to keep day-to-day activities organized through purchasing coordination, scheduling, vendor support, event planning, departmental communications, and records management.

If you’re organized, detail-oriented, and comfortable balancing multiple priorities, this role offers the opportunity to collaborate across departments and work closely with contractors and external vendors.

EDUCATION AND EXPERIENCE

• High School Diploma or GED (Required)
• In lieu of the above education requirements, an equivalent combination of education and experience may be considered.
• Two (2) or more years Experience in a related field (Required)
• No Licensure or Certification Required.

Job Accountabilities

• Provide day-to-day administrative support for the Tyler Refinery HSSE organization, including Health, Safety, Security, Environmental, and Process Safety Management (PSM).
• Coordinate purchasing activities, including creating purchase requisitions and purchase orders, completing receiving activities in Coupa, and reviewing contractor and vendor invoices.
• Track standing purchase orders, requisitions, budget items, and other departmental purchasing activities.
•  Assist with budget tracking, forecasting, and reporting to support departmental planning.
• Manage calendars and coordinate meetings for HSE leadership and team members, including leadership meetings, one-on-one meetings, and recurring departmental meetings.
• Coordinate HSE, Environmental, and PSM conference room scheduling.
• Coordinate Process Hazard Analysis (PHA) scheduling, meals, and meeting logistics.
• Plan and coordinate HSE and Environmental events, including Safety Day activities, contractor safety meetings, all-hands meetings, banquets, and other department events.
• Coordinate refinery flame-resistant (FR) clothing activities, including employee fittings, ordering, returns, exchanges, and vendor communication.
• Support HSE communications, including safety newsletters, turnaround daily reports, toolbox talks, and other departmental communications.
• Provide administrative and logistical support for HSE activities and incident-related needs.
• Support PSM and other HSE functions with vendor coordination and administrative needs.
• Provide additional administrative support during refinery turnarounds.
• Assist with developing and maintaining organized work processes for tracking HSE procedures, documents, and reviews.
• Receive, sort, and coordinate refinery mail.
• Participate in applicable Environmental and business unit meetings and provide administrative support as needed.
• Prepare and maintain departmental records, reports, spreadsheets, presentations, correspondence, and other documentation.
• Perform other duties and special projects as assigned.

Required Qualifications

• High school diploma or GED required.
• Two (2) or more years of administrative support or related experience.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
•  Strong attention to detail and commitment to maintaining accurate records.
•  Effective written and verbal communication skills.
• ·Ability to work collaboratively with employees, leadership, contractors, and vendors.

Preferred Qualifications

• Previous administrative experience in a refinery, manufacturing, industrial, or similar environment.
• Experience with Coupa or a similar purchasing or procurement system.
• Experience supporting purchase requisitions, purchase orders, invoice processing, and vendor coordination.
• Experience coordinating meetings, events, and departmental activities.
• Familiarity with Health, Safety, Environmental, or Process Safety functions.

CORE COMPETENCIES

CHANGE AGILITY (LEVEL 1 DEVELOPING):

Identifies, initiates, and adapts to organizational changes that foster enhanced effectiveness, efficiency, safety, and ultimately business results.

COLLABORATION (LEVEL 1 DEVELOPING):

Sees connection points across the organization and partners effectively with others to achieve common goals.

DECISION MAKING (LEVEL 1 DEVELOPING):

Sees connection points across the organization and partners effectively with others to achieve common goals.

DRIVE FOR RESULTS (LEVEL 1 DEVELOPING):

Drives to achieve challenging performance objectives

TEAM BUILDING (LEVEL 1 DEVELOPING):

Builds trust, fosters openness, and provides support. As the manager of a team, selects and motivates a strong team.

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