Environmental Administrative Assistant

bp•US: Ohio - Westlake Retail Support Center, OH

5d•Hybrid

About The Position

The Environmental Administrative Assistant provides operational support to the Environmental team, ensuring accurate planning, scheduling, processing of documentation, financial transactions, and compliance tracking across multiple systems. In this role you will: Manage mail distribution, document filing, and records retention Create purchase orders (POs) and process invoices in a timely and accurate manner Review service requests and coordinate invoice mailing Maintain and organize electronic and physical documentation Process and reconcile charges on the corporate credit card Support the review and tracking of environmental expenses in SAP Assist in resolving invoice and payment-related issues Communicate and coordinate with multiple departments on behalf of Environmental team Track environmental testing schedules and maintain related reports Monitor events and checklist completion within internal databases Maintain tracking for cathodic protection activities, oil/water separator inspections, and other compliance reports completed by our operations teams Perform non-routine administrative tasks and other duties as assigned. Conduct occasional site visits with other Environmental team members Manage calendars for the Head of HSSE, ensuring alignment with priorities and commitments; proactively adjust schedules based on emerging needs. Plan and manage domestic and international travel arrangements end-to-end for the Head of HSSE, anticipating all logistical needs. Prepare and reconcile expense reports for timely processing.

Requirements

High school diploma or equivalent required
Excellent written and verbal communication
Detail-oriented, dependable, and proactive
Strong organizational and time management skills
Problem-solving ability and proactive demeanor
Ability to quickly learn and apply new information in a dynamic work environment
Proficiency with office productivity software, databases, and general business systems, with the ability to learn new technologies as needed.

Nice To Haves

Analytical Thinking
Communication
Customer Service
Customer Support
Digital Fluency
Laboratory Design
Occupational Health
Occupational Hygiene
Research and Development
Resilience
Workload Prioritization
Air Quality Management
Biodiversity Management
Carbon Management
Chemical hazard management
Community Engagement
Cost-conscious decision-making
Data Analysis
Environmental Legal Compliance
Environmental management
Environment and Social Group Reporting
Environment and Social Impact Assessment
Environment and Social Project Compliance Analysis
HSE data knowledge
HSSE auditing and self-verification
Noise emissions management
OMS and bp requirements
Remediation Management
Social Impact Management
Waste Management
Water Management

Responsibilities

Manage mail distribution, document filing, and records retention
Create purchase orders (POs) and process invoices in a timely and accurate manner
Review service requests and coordinate invoice mailing
Maintain and organize electronic and physical documentation
Process and reconcile charges on the corporate credit card
Support the review and tracking of environmental expenses in SAP
Assist in resolving invoice and payment-related issues
Communicate and coordinate with multiple departments on behalf of Environmental team
Track environmental testing schedules and maintain related reports
Monitor events and checklist completion within internal databases
Maintain tracking for cathodic protection activities, oil/water separator inspections, and other compliance reports completed by our operations teams
Perform non-routine administrative tasks and other duties as assigned.
Conduct occasional site visits with other Environmental team members
Manage calendars for the Head of HSSE, ensuring alignment with priorities and commitments; proactively adjust schedules based on emerging needs.
Plan and manage domestic and international travel arrangements end-to-end for the Head of HSSE, anticipating all logistical needs.
Prepare and reconcile expense reports for timely processing.