Administrative Specialist

Royal Vopak-posted 5 days ago

Full-time • Entry Level

Onsite • Deer Park, TX

5,001-10,000 employees

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Start your career as an Administrative Specialist at Vopak and contribute to social themes such as energy security and energy transition. We offer you a working environment that is safe and pleasant and where equality, diversity and satisfaction are of paramount importance. Ready to develop yourself and make a positive impact? Improve the world and start as an Administrative Coordinator at Vopak. What will you do as an Administrative Specialist? Vopak is seeking a detail-oriented Administrative Coordinator to support various administrative functions and enhance our operational effectiveness. The ideal candidate will be detail-oriented, resourceful, and capable of managing multiple priorities — supporting leadership, coordinating meetings and events, and ensuring smooth day-to-day operations.

Adhere by all applicable safety procedures and practices for the location and position; participate in appropriate safety training; demonstrate commitment to and support of SHEQ principles and values; champion safety as a top priority
Serve as the primary, professional, and welcoming contact for all visitors at reception, managing guest sign-ins and maintaining lobby protocols.
Efficiently organize and coordinate logistical arrangements (lunch orders, transportation, for all internal/external customer and visitor meetings.
Assist managers with various administrative tasks, ensuring efficient workflow.
Provide support for the health and safety based programs(Voyagers, Randoms, etc) .
Responsible for inputting requisitions and receiving purchase orders.
Creates and submits the Terminal's Purchase Orders (POs) for approval, adhering to established workflow procedures.
Ensure timely payment by monitoring all outstanding payables.
Review and adjust benefit invoices for accuracy.
Assist in planning and executing corporate events, luncheons, retirement, and anniversaries while supporting managers and HR in organizing employee engagement activities and event committees.
Assist with timekeeping and payroll timesheet auditing.
Monitor utility consumption and compile data for the monthly reporting.
Responsible for small purchases for the terminal, such as office and cleaning supplies.
Coordinate cleaning contractors and small repairs in the office building.
Work on special projects for the business unit or individual operating companies as assigned.
Perform other duties assigned by management that fall within the generally expected scope of this position.

Must possess or be able to obtain a TWIC (Transportation Worker Identification Credential) as required by the Maritime Transportation Security Act.
AA degree in Business (preferred) or High school diploma or GED
4 – 7 years office clerical experience
Strong organizational and multitasking abilities with attention to detail.
Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software.
Excellent written and verbal communication skills.
Ability to work independently and manage priorities in a fast-paced environment.
Professional, reliable, and team-oriented attitude.

College courses in business, finance, or related fields helpful
Certified Professional Secretary preferred

Competitive, market-based compensation package depending on your experience and knowledge.
Career development and growth opportunities.
Medical / Dental / Vision Insurance
Flexible Spending Account Options
Short Term/Long Term Disability Insurance
Basic and Supplemental Life/AD&D Insurance
401(k) Incentive Savings Plan
Paid Holidays (Fixed and floating)
Paid Time Off and Sick Days
Additional Benefits: Tuition Reimbursement Employee Assistance Program Accident Insurance Legal Plan Critical Illness Insurance Hospital Indemnity Insurance Legal Plan ID Theft Insurance Universal Life

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