Projects and Turnaround (TAR) Documentation Management Assistant

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Do you have a passion for administrative and clerical activities? Do you enjoy supporting versatile projects? In this role you will apply your passion to bringing innovative ideas across a collaborative work environment. This position will provide our Client with administrative and document control support functions and is based at our Client's heavy industrial facility in Blaine, WA.

Compensation: $62,000 - $83,000 *anticipated annual salary may vary based on skills, experience, qualifications and internal peer equity. The pay range listed for this position is based on the anticipated base compensation at the time of the posting.

Move Forward with Eichleay

Do you thrive in a culture that promotes collaboration both internally and externally? Are you passionate about providing support on mid-cap turnaround centered EPC projects? Your passion, experience and knowledge will be highly valued at Eichleay.

The Projects and Turnaround (TAR) Documentation Management Assistant's primary objectives are to:

• Provide a full range of positive, efficient, and professional administrative duties as defined.
• Assist with the cooperative integration of units, work groups, project assistants, visitors, and contractors.
• Support the six Projects and TAR department basic goals:
• Safely develop and execute turnarounds and projects.
• Cooperatively set and meet milestones while facilitating scope development.
• Integrate and align all TAR and project stakeholders - bp and contractors.
• Deliver quality events on schedule and on budget.
• Develop and provide consistent, sustainable training to achieve TAR and project goals.
• Transfer information and knowledge through historical documentation and recordkeeping.

Job Duties/Responsibilities:

Administrative Support:

• Provide administrative support for the following individuals and groups:
• Projects and TAR Manager (report directly)
• Projects
• Projects Superintendent
• Construction
• Small Projects Team (SPT)
• Integrated Cost and Schedule Controls (IC&SC) Superintendent
• Project and Program Managers
• Construction Field Coordinators
• Contractor Engineers
• Information Management Services (IMS)
• TAR:
• TAR & Construction Team Leads (Team Leads)
• Head Planners (HPs)
• Overall Operations Coordinator
• Logistics Coordinator
• Procurement Coordinator
• Planners
• P&O BP Solutions - groups
• All other supporting staff for the Projects and TAR Department, including bp, contractors, and visitors.
• Provide backfill for other project assistants as necessary.

Projects and Turnaround Complex:

• Assist with keeping the Projects and TAR complex safe, organized, and clean:
• Keep abreast of all safety policies, processes, and procedures for various departments.
• Maintain all appliances and equipment (computers, printers, etc.) in the Projects and TAR complex.
• Promote, encourage, and help others with various methods of recycling empty boxes, toners, batteries, empty water bottles, aluminum cans, etc.
• Keep kitchens, coffee areas, conference rooms, and community workspaces safe and organized. Keep supplies stocked, organized, and available. Inventory and anticipate expanded demand and supply as needed.
• Work with the Knowledge Management (KM) group to upgrade or return all computers that are not in use.
• Understand how the LCD projectors and TV monitors work together for presentations.
• Manage the Projects and TAR and connex (with Logistics):
• Keep TAR management aware of the inventory.
• Coordinate activities and other project assistants to support TAR Complex.
• Keep supplies secured.
• Work with Logistics to help store items.
• Maintain a clean and organized area.
• Update reader boards with pertinent information on a weekly basis.

Personal Protective Equipment:

• Maintain personal protective equipment in the vending machine located in the 20-Plex. -
• Work with the storehouse under Maximo for inventory.
• Supply H2S monitors as needed.

Day-to-Day Tasks:

• Order meals as requested and approved by Projects and TAR Manager, Team Leads, and/or Projects Superintendent. These are approved via the food request form and charged via Pcard.
• Maintain a record of the Project admins meal ordering under your calendar for Pcard.
• Become familiar with the various units and duties of staff in the Projects and TAR group (check-ins).
• Assist with document management work for the team, filing, printing, organizing, building binders/booklets, P&ID reports, publishing items with vendors for meetings, and other general needs:
• Manage TAR Library:
• Work to maintain TAR Scope Reviews and post-TAR documentation in the TAR library and/or TAR SharePoint site.
• Work with HP to keep library up to date with only the most recent cycles (usually 3-4 cycles).
• Ensure oldest TAR documentation is scanned and retained electronically with IMS.
• Work in conjunction with KM and IMS to effectively manage the Projects and TAR SharePoint sites and R:Drive.
• Provide Project File Index guidance (with project admins).
• Organize all office supplies.
• Act as liaison between the various bp Cherry Point departments, using tact, discretion, respect, and courtesy. Develop effective working relationships.
• Coordinate with other departments to distribute bp calendars, awards, and refinery-wide recognition including providing department numbers, hands on-distribution of items, etc.
• Schedule meetings and coordinate calendars and resources using Microsoft Outlook.
• Manage the TAR conference room calendars and post daily schedules. Schedule other Cherry Point conference rooms as necessary. Manage the Projects and TAR distribution lists and conference rooms, allowing the Projects and TAR department access to view and/or schedule. The Head Planner, TAR Team Leads, or Portfolio Leads can schedule; others can view availability.
• Check Projects and TAR Outlook group calendar often and update as necessary for Projects and TAR leadership, ensuring the calendar is updated for those offsite for business, vacation, sick time, comp time, etc.
• Keep abreast of the Project Portfolio Manager's, TAR Manager's, and Team Leads' daily activities.
• Maintain and update Projects and TAR distribution lists for the department.
• Coordinate onsite and offsite meetings. Secure meeting space, arrange rooms, work with bp-approved vendors, set up equipment, and bring extra supplies.

New Staff Onboarding:

• Assist with office moves for new Projects and TAR staff:
• Set up computer stations:
• Generate help desk tickets for the following:
• New user IDs
• Phone issues/requests
• Hardware and software (e.g., Snagit, Visio, project as directed) needs
• Maximo SPE/SPI
• Various other issues that require help desk tickets
• ZScaler
• Arrange badge access to the Projects and TAR complex.
• Maintain inventory of Drive-in badges. Issue to staff as needed and coordinate with Security.
• Update Department email distribution lists.
• Maintain security groups: Grant/remove access to various network folders using active directory tool.
• Coordinate new hire onboarding with HR and contractor personnel and superintendents; follow the Projects TA Employee Onboarding Offboarding Checklist designed for task to ensure new hire needs are met and discussed; process all Delegation of Authority (DOA), purchase card (PCard) requests, overalls, cell phones, etc.
• Train new employees on Concur software and provide single point of contact for questions regarding training and education.
• Work with the Logistics and Maintenance departments to prepare trailers for occupancy during TAR events.
• Draw floor plans in Visio for assigning office space as directed.
• Assist with coordination of moving personnel to their new areas as needed.
• Update seating charts, and organizational charts for upcoming TARs.

Purchasing and perform the following ordering/purchasing duties (requires access to PCard):

• Order all supplies needed for the successful “business as usual” standards of the department. Purchase other items as approved by the Projects and TAR Manager, Team Lead, and Projects Superintendent. Work with bp Storehouse and approved vendors.
• Order gift certificates and flowers when requested.
• Order department lunches as approved by the TAR Manager or Team Lead.
• Reconcile the company PCard and expense reports.
• Order business cards for Projects and TAR staff only.

Software Use and Hardware Troubleshooting:

• Use Microsoft Office (i.e., Excel, Word, PowerPoint, Outlook, Visio) to create or edit documentation.
• Write tickets for printer/plotter issues. Work with CHP IT for any issues regarding other technological equipment.
• Problem-solve staff computer issues (hardware and software). Assist with various Microsoft Office questions.

Team Oversight/Coordination:

• Project Assistant training for TAR complex

Training on:

• Supplies - cost/value
• Staffing in their group
• Site orientation
• Catering
• Conference room reservations and use
• Visitors
• Project distribution lists
• Shared calendars
• Check-in Meetings

Training:

• Participate in My Talent & Learning (MT&L) opportunities and other training opportunities available on the bp website.

Job Requirements:

• High school diploma or equivalent
• 2+ years' experience in office/administrative support
• Proficient with Microsoft Excel, Word, PowerPoint, Publisher, Access, and Visio; Snagit; Auto Draw; Maximo; and other Cherry-Point-specific software applications
• Excellent communication skills
• Strong organizational skills with ability to manage multiple tasks and requests
• Ability to handle information of a confidential nature
• Demonstrates “can do” attitude as a key team member with flexibility, enthusiasm, reliability, and discretion

All opportunities with Eichleay will require authorization to work in the US without the need for sponsorship. Positions will require in-person interactions and may require working onsite in an office or field environment. This position is subject to federally mandated drug/alcohol testing. Candidates applying to Eichleay must have the ability to be badged and maintain a badge for process safety management governed facilities. This will require in-depth drug screening for all positions.

Work Environment and Physical Demands:

The characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

• While performing duties of this job, you would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear (this includes being able to hear and talk on site based communication equipment), distinguish between various colors, be able to hear safety tones/notifications, and use fingers and hands to feel objects, tools, temperature or controls.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus.
• Overtime may be necessary as workload dictates. This may include weekdays, weekends and/or holidays.
• Job duties will be performed at a client sitre. Day to day job direction will typically be led by our Clients designated project leader.
• Conditions and/or schedule will vary at each Client location, but the conditions listed above will generally apply.
• Candidates will be required to follow our clients' site based rules and protocols regarding infectious diseases.

Why Eichleay?

For over 140 years, Eichleay companies have developed a wide range of project delivery expertise. This legacy continues today with Eichleay, Inc. which specializes in the design and construction of industrial process, manufacturing, life science, and high technology facilities.

Join a dynamic organization with insight fueled by experience, solutions powered by practicality, relationships built by listening and trust earned through results.

We are an equal opportunity employer and value diversity at our company. Qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex (including pregnancy, childbirth, breast-feeding and related medical conditions), sexual orientation, gender identity, gender expression, national origin or ancestry, age, mental or physical disability (including medical condition), military or veteran status, political preference, marital status, citizenship, genetic information or other status protected by law or regulation.