Field Operations Assistant

Buckeye Partners • East Chicago, IN

3h

About The Position

Buckeye Partners is seeking a Field Operations Assistant to provide administrative support to assigned asset teams. The role supports multiple Operations Managers and field employees, handling financial and budget administration, vendor setup, environmental permits and records, project files, timesheets, meetings, warehouse operations, preventive maintenance coordination, equipment calibrations, training records, shipping, office technology, and general team needs. The position requires significant relevant administrative support experience; experience in field operations is a strong plus. Up to 20% travel is required.

Requirements

• High school diploma or equivalent.
• Significant relevant administrative support experience.
• Proficiency with Microsoft Office.
• Articulate and effective verbal and written communication skills.
• Good organizational skills; ability to work independently and exercise tact, discretion, and professionalism with callers, visitors, and internal and external customers.
• Ability to handle sensitive and confidential information professionally.
• Commitment to environmental responsibility and regulatory compliance.
• Ability to travel up to 20%.
• Ability to meet the role’s essential functions and productivity standards, maintain regular and punctual attendance, and comply with personnel policies.
• Ability to occasionally move around an office to access file cabinets and equipment; ability to continuously operate a computer and office productivity equipment.
• Subject to DOT drug and alcohol regulations.

Nice To Haves

• Associate or bachelor’s degree in a relevant discipline.
• Experience in field operations.
• Experience with budgeting or accounting.

Responsibilities

• Enter purchase requisitions and receipts; apply account codes to expense reports; handle invoicing; prepare and analyze budget information, variance explanations, and tracking; review expenditures and resolve discrepancies; and reconcile purchasing cards.
• Support multiple Operations Managers, employees, and assigned responsibilities.
• Manage budgets of approximately $1 million to $1.5 million, track monthly costs, and coordinate with teams to ensure year-end purchases are accounted for or accrued.
• Coordinate new vendor setup with accounting, verify insurance requirements and vendor information, and follow up on Outside Service provider grades in ISNetwork and contractor OQ qualification reports as needed.
• Maintain state environmental permits, including NPDES, air, water, aboveground storage tank permits, and local business licenses; file manifests.
• Prepare and process AFEs for local asset team members.
• Assist project managers with project financial management, maintain project files, process fixed-asset removals and cost reclassifications as requested, and review, approve, and correct field employee timesheets.
• Organize asset team meetings, reserve conference rooms, and assist with presentations, agendas, and meeting requests; help field employees prepare memos, reports, presentations, and other materials.
• Manage warehouse operations where applicable, including receiving materials, recording inventory issues, conducting cycle counts, resolving inventory discrepancies, and ordering replacement items.
• Support preventive maintenance compliance by using the Work Order system to report critical due dates and coordinating discrepancy reporting to the Compliance Department.
• Schedule and coordinate annual or semiannual equipment calibrations and equipment call-out services.
• Train new employees on multiple software applications.
• Report waste disposal accurately and maintain local hazardous and non-hazardous waste manifest files.
• Package and ship items, including hazardous-material samples when required.
• Administer the Field Responsibility Intranet website.
• Order office supplies; troubleshoot printers, fax machines, computers, cell phones, and vehicle-information issues; and maintain and secure new local equipment lease agreements.
• Track and report training and Operator Qualification information, enter new qualifications in the tracking system, and ensure monthly reports are posted.
• Schedule required training such as HAZWOPER, Smith Driving, and CPR; enter training activity reports in the learning management system.
• Screen incoming calls, greet visitors, and provide information on topics within the incumbent’s knowledge.
• Support District Work Team objectives and immediate needs and assist other District Work Team members as requested.
• Follow third-party damage procedures, collect related billing, and assist the Right Away Specialist with reimbursements.
• Perform other duties as assigned.

Benefits

• Employee-first culture focused on collaboration, inclusion, empowerment, accountability, and professional development.
• Investment in employees and support to become fully contributing members of high-performing teams.

What This Job Offers

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