Senior Pipeline Administrative Assistant

Job Description

Job Description

Kelly has an exciting opportunity available for a Gulf Coast Pipeline Right of Way Senior Administrative Assistant in the Houston, Texas area! This position requires excellent interpersonal skills, a high level of initiative and the ability to work independently. Because this role works with employees and contractors across the Gulf Coast, a strong understanding of appropriate communication and ethics is needed. Maintaining confidentiality and a high level of trust are critical. A strong proficiency is needed to effectively use key tools such as PowerPoint, Word, Excel, and Outlook.

Office Management Responsibilities:

• Leader Support
• Calendar Management
• Travel Arrangements
• Meeting Coordination (arranging, organizing and supporting)
• TER Expense Reporting

Right of Way Support:

• SME for Vendor Master Requests and NOPO Voucher requests for Right-of-Way payments, including ROW acquisition consideration, landowner and tenant damages, temporary workspace consideration, permit fees, recording fees, projects.
• Maintain tracking logs for payments and future payment obligations.
• Assist Right of Way (ROW) Department with communication and correspondence, both verbal and written with landowners, tenants, governmental and regulatory agencies, attorneys, surveyors, engineers, environmental consultants, other pipeline companies, Diamond Commercial / Business Group and GCPL field technicians.
• Help monitor and organize the ROW Department’s email inbox.
• Help maintain Right of Way’s Electronic Database for Easements. CLSLiNK. File and categorize Right of Way hardcopy and electronic documents in accordance with records management guidelines for documents and file maintenance.
• Assist with obtaining Certificates of Insurance and Permit Bonds as needed for Right-of-Way Projects.
• Use Diamond’s approved software, such as Microsoft Office®, Excel, PowerPoint, and Access, to create and update reports, procedures, information letters and communications.
• Plan and schedule meetings and conference calls for ROW Department and GCPL personnel.

Office Professional Tasks

• Manage and procure necessary office supplies for GCPL at HDC through appropriate systems, utilizing department budget guidelines.
• Organize and coordinate meetings, agendas, routine correspondence, and department interviews as needed at HDC.
• Help organize HDC department recognition events including retirement celebrations, milestone celebrations, etc.
• Receive and distribute HDC’s U.S. and interplant mail, forwarding mail to other buildings/areas as needed. Handle faxes and other ROW department shipping tasks.

Required Qualifications:

• High school diploma or GED required; Associate degree in Office Administration or related field preferred
• Minimum 5 years of administrative or office support experience, ideally within engineering, pipeline, utilities, petro-chemical or construction environments.
• Demonstrated experience with Accounts Payable (AP) functions, including invoice processing, payment tracking, and vendor coordination
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, Teams), including spreadsheet tracking and reporting
• Experience with document control, records management, and handling confidential or legally sensitive documents
• Excellent written and verbal communication skills, including professional correspondence and stakeholder interaction
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously
• High attention to detail and accuracy in data entry, financial documentation, and recordkeeping
• Ability to work independently and collaboratively with ROW agents, project managers, legal teams, accounting departments, and external partners

Preferred Qualifications:

• Prior experience supporting Right of Way (ROW) activities such as land acquisition, easements, permits, or property management
• Advanced experience processing AP invoices related to ROW payments, landowner compensation, consultant invoices, and vendor expenses
• Working experience using SAP (or comparable ERP system) for invoice processing, purchase orders, cost centers, and financial tracking
• Proficiency in SAP modules related to finance or purchasing, including invoice verification, PO creation, and reporting
• Familiarity with ROW terminology, acquisition processes, and project workflows
• Experience tracking ROW budgets, cost forecasts, and reconciliations
• Knowledge of legal or real estate documents (easements, deeds, titles, agreements)
• Experience with document management systems (SharePoint or ROW-specific platforms)
• Ability to support multiple concurrent projects in a fast paced, deadline driven environment
• Associate or bachelor’s degree in Business Administration, Accounting, Real Estate, or a related field

Work Schedule

• 40 hours per week
• Onsite Monday–Thursday
• Flexible Fridays (e.g., half day or adjusted schedule)

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

Why Kelly® Engineering?

Your engineering skills are in demand, but how do you find the right fit? Easy. At Kelly Engineering, our team creates expert talent solutions to solve the world’s most critical challenges. We connect you with leading organizations where you can collaborate on innovative projects, work with cutting-edge technologies and accelerate your growth. Whether you prefer the variety and flexibility of short-term projects or are looking for a long-term opportunity, we’re here to guide you to the next step in your engineering career.

About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life-just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice.