Admin Assistant II, Maintenance, Bayway Refinery

Phillips 66 • Linden, NJ

20h • $60,000 - $73,370

About The Position

As an Admin Assistant II, Maintenance, you will work in a dynamic, operations-focused environment where organization, reliability, and discretion truly matter. As a trusted partner to leaders and colleagues in our Maintenance department, you will play an important role in keeping work moving smoothly and supporting a wide range of business needs and departments. If you’re someone who takes pride in staying organized, adapting to changing priorities, and contributing behind the scenes to meaningful work, this position offers the chance to make a steady, visible impact.

Requirements

• Legally authorized to work in the job posting country
• Willing and able to obtain a Transportation Worker Identification Card (TWIC)
• Possess a valid driver's license
• Must be willing and able, with or without reasonable accommodation, to comply with the following:
• Travel up to 5%
• Work extended hours, which may include evenings, weekends, and holidays, and perform occasional duties
• High School Diploma or GED equivalent
• 3 or more months of administrative support experience
• Intermediate or greater proficiency working in Microsoft Suites (Word, Outlook, Excel, PowerPoint)

Nice To Haves

• 2 or more years of administrative support experience
• Working knowledge of:
• SAP
• Tableau or Power BI visualization software
• Written and verbal communications, and interpersonal skills
• Strong organization skills and independently capable of setting and sorting out priorities
• Strong attention to detail
• Ability to work well under pressure and changing priorities
• High energy with a strong can-do attitude and proactive in taking the extra steps to provide support and accomplish work

Responsibilities

• Provide day-to-day administrative support that helps leaders and teams stay focused and productive in a fast-paced, operational environment.
• Serve as a key point of contact by handling routine inquiries, coordinating calendars and meetings, arranging travel, and supporting visitors and onsite events.
• Prepare documents, maintain records, manage distribution lists, and complete data entry using established systems and templates to ensure accuracy and accessibility.
• Handle confidential information with discretion while following defined policies, procedures, and regulatory requirements.
• Partner closely with colleagues across functions such as HSE, Maintenance, Operations, and Finance to support daily workflows and special projects.
• Assist with expense reports, invoice processing, work orders, purchase requisitions, and related tracking, ensuring items are coded and processed correctly.
• Support office and IT needs, contribute to reporting and basic budget-related activities, and help keep administrative processes running smoothly.
• Collaborate with other administrative professionals to provide reliable backup coverage and consistent team support.
• Bring strong organization, clear communication, and a customer-focused mindset to deliver dependable support the team can count on.

Benefits

• Annual Variable Cash Incentive Program (VCIP) bonus
• 8% 401k company match
• Cash Balance Account pension
• Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
• Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED