Job description
Administrative Assistant
PBF Energy Inc. (NYSE:PBF) is one of the largest independent refiners in North America, operating through its subsidiaries, oil refineries and related facilities. We are seeking a talented Administrative Assistant to join our team as a pivotal member that would play a key role here at PBF Energy. This role would be located in our Toledo Refinery in Oregon OH.
PBF Energy Inc. (NYSE:PBF) is one of the largest independent refiners in North America, operating through its subsidiaries, oil refineries and related facilities. We are seeking a talented Administrative Assistant to join our team as a pivotal member that would play a key role here at PBF Energy. This role would be located in our Toledo Refinery in Oregon OH.
The Administrative Assistant assures optimum function of the TRACK software system on a daily basis. This includes accurate overrides for labor hours; prompt and proper assignment of work orders and POs to the contractors’ hours; allocation and acceptance of earned dollars (next day reconciliation) by the contractors; and authorization by the TRC contractor administrators. This system will process in-plant contractor allocations which generates a payment after approval by the TRC contractor administrators. The TRACK Administrative Assistant is central to the process and assures that the system functions properly.
This position is part of the USW 912-01 Clerical Union with a starting pay rate of $23.54 per hour. Hours of work will be 7:30-3:30 M-F.
Principal Responsibilities:
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Oversee all activities of the contractor management process, per the standards established by the company including coordinating the contractor timekeepers and the TRC Contract Administrators (CA).
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Provide follow up with CA and timekeepers to resolve questions and issues.
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Maintain document files which are auditable on at least a quarterly basis for SOX regarding user access.
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Coordinate the activities of all Contractor Timekeepers to assure the system functions properly at all times and to maintain the integrity of the data.
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Audit contractor TRACK compliance for reporting timeliness, due date compliance and error corrections. Ensure the Contractor Timekeepers are following the standards/expectations that have been established.
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Communicate with Materials Management on contractual issues relating to labor, equipment, and material rates to ensure TRACK accuracy.
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Work with Maintenance Cost Analyst, Accounts Payable, Maintenance Supervision and all other departments to resolve TRACK issues relating to SAP.
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Communicate and work with Plant Security to resolve badge issues affecting TRACK entries using CCURE for verification as needed.
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Troubleshoot problems with contractors and interface with the Systems Group to obtain resolution to software/hardware issues relating to TRACK.
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Train Contractor timekeepers and management in proper TRACK usage, including turnaround activities.
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Handle all Timekeeper and TRACK duties for processing TRC Maintenance through TRACK to ensure accurate data is transferred to SAP.
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Complete Timekeeper daily duties for vendors as assigned.
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Run reports twice a week at a minimum regarding unallocated hours and unauthorized charges for the Controller, Maintenance & Reliability Manager, Capital Projects Manager, and Turnaround Manager.
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Investigate the root cause of “bottlenecks” in TRACK and SAP systems (i.e. need for rates, skills, requisitions/PO approvals, etc.) and notify the proper individuals of action needed to help ensure all time can be processed in TRACK on a daily basis.
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Perform other clerical/administrative functions for the Finance department as assigned. General clerical office duties include but are not limited to typing, filing, and mailing/delivering correspondences.
QUALIFICATIONS:
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High School diploma or equivalent required.
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Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, etc.) required.
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3-5 years’ experience working with contractor management systems (TRACK and SAP) preferred.
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Minimum of 3 years payroll and timekeeping experience and minimum of 3 years auditing and financial analysis experience preferred.
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Ability to work independently and cooperatively within a team in a fast-paced work environment required.
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Excellent oral and written communication skills required.
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Must have strong problem solving and analytical skills.
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Ability to build strong relationship with to work with various stakeholder groups (i.e. refinery accounting, materials management, Maintenance personnel as well as contract personnel, etc.) required.
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Must be able to work extended hours and overtime as directed.
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