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Administrative Associate - Supply

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Posted: 3 Sep 2009
Location: USA
CSG:
Petroleum
Business / Project:
Development
Job type:
Full Time Regular (USA)
Location:
US - Texas - Houston

BHP Billiton is all about smart technology, innovation and great talent. If you want a challenging career and a chance to explore resource opportunities as well as your ambitions, we’re the company for you. Think ahead. Think BHP Billiton.
BASIC PURPOSE

The Administrative Associate will support the Global Supply & Logistics Management team consisting of the VP and five global managers, providing high quality administrative and office systems support.

The candidate is responsible for support duties including managing and arranging team domestic and international travel, vacation schedules, assisting with compilation and distribution of documents and data, coordinating meetings and conferences, and preparation/submission of expense reports.

In addition to these traditional support duties, a key component of the role will be coordinating the Team’s financial and contractual monitoring and compliance activities. These duties will include developing and maintaining the required project databases, generating and circulating the necessary forms (electronic and hardcopy) and establishing the necessary internal relationships.

Overall the role provides the successful candidate with the chance to work as part of a dynamic team with a broad scope of duties and responsibilities, the opportunity to develop supply, logistics and legal skill sets.
ROLES AND RESPONSIBILITIES

Specific duties include but are not limited to:

• Develop and maintain an effective filing system, organizing data from various sources

• Create and maintain Financial / Contract tracking databases (AFE’s, Supply Contracts, etc) related to the Team’s ongoing and future projects

• Coordinate travel arrangements, including domestic / international flight & hotels bookings

• Maintain training / travel / leave calendars and schedules

• Prepare and submit post-trip expense reports

• Assist in the production of hardcopy & digital reports, management & technical presentations, including printing / copying / binding

• Coordinate venue / facilities / luncheon arrangements for internal / external meetings

• Procure and maintain the Team’s office supplies needs within agreed budget levels.

• Create and maintain appropriate emergency contact lists

• Perform inductions and prepare paperwork for new department employees and contract personnel

• Adhere to HSEC and S&L Policy and Management Standards
AUTHORITY & WORKING RELATIONSHIPS

This position will report directly to the VP of Global Supply & Logistics and take direction from the five global managers.
EXPERIENCE AND QUALIFICATIONS

• Minimum of five (5) yrs senior level administrative experience with an emphasis on customer service and serving multiple managers.

• Strong demonstrated proficiency in MS Office Suite of programs(including Outlook, Word, PowerPoint, Excel and Project)

• Familiarity with Accounting and/or Procurement systems (eg SAP) is required and/or a strong willingness to learn new systems demonstrated in prior roles

• Well-developed oral and written communication and interpersonal skills.

• Proven interpersonal skills that create and foster positive attitudes and work environment

• Ability to work well in a team environment

• Initiative and Creativeness - a self-starter able to plan and use time to maximum benefit

• Ability to prioritize work with a minimum of supervision

• Good Decision making and organizational skills

• Good professional contact skills as position requires frequent daily contact with both company and external representatives

THINK OF THE OPPORTUNITIES WITHIN BHP BILLITON. THINK LOCAL. THINK GLOBAL.

With 38,000 employees working in more than 100 operations in approximately 25 countries, we represent the world’s largest diversified resources company. We take our commitment to the communities in which we operate and do business in very seriously, and we are committed to operating safely and sustainably.

Contact Information:
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