• Job Description

  Req#: R-015358

  Main Purpose:

  Function:
  Support, assist and facilitate efficiently all administrative tasks entrusted to achieve the goals of the terminal.

  Knowledge Skills and Abilities, Key Responsibilities:

  Key Responsibilities:

  * Asist with visitor ID checks and visitor registration.

  * Assist with document filling and documents presentation to include but not limited to SAPS, Audit and regulatory information and permits as requested by supervisors.

  * Prepare purchase orders that are required by the Superintendent or Supervisors through the fulfillment of the assignments as "Buyer delegate" for Procurement department.

  * Make the requisition of office items on a monthly basis, taking proper control of the supplies and equipment needed for the office to be ordered. Assist in the selection, evaluation and purchase of operator uniforms.

  * Be a backup for receiving materials through correct processes and payments confirmations.

  * Assist with SAPS Reports, meeting minutes and the environmental management system document filling.

  * Type letters, emails, and memorandums for internal and external communications.

  * Perform and consolidate staff work and overtime reports; Document and update logs (sick / vacation /Overtime/ seniority list).

  * Assist in the coordination and participation of training activities programmed in the Terminal, as well as the emergency simulations.

  * Keep control of documents and records for quality management systems and environment according to the established procedure "Control of documents and records.

  * Set up, arrange, and remove decorations, tables, chairs, and others to prepare facilities for events such as meetings, conferences, among others. Perform and coordinate catering services for meetings or activities.

  * Receive telephone calls, transferring them to the corresponding extensions, or, if the person is absent, leave the corresponding message in writing or email.

  * Make calls and send emails as requested by the operations manager and supervisors in order to support the operation.

  * Any task that is entrusted by the operations manager that is within the scope of operations at the terminal.

  Working Conditions:

  • Physical ability to lift up to 30lb.
  • Overtime as required.

  Requirements:

  • Secretarial (bilingual).
  • Associate degree or bachelor’s Degree preferred.

  Experience:

  • Minimum 2 years working with experience in administrative roles, Purchase orders, invoicing, receipts, etc.

  Skills:

  • Computer knowledge (Microsoft Office).
  • Highly motivated and able to work independently.
  • Must be able to schedule and prioritize work for self.
  • Ability to comprehend and communicate detailed instructions orally and in writing.
  • Ability to establish priorities.
  • Exhibit initiative, responsibility, and flexibility.
  • Able to work well under pressure.
  • Strong communication and problem-solving skills.

  Competencies:

  • Customer Service Oriented
  • Organized.
  • Proactive.
  • Teamwork.
  • Flexible.
  • Good communication.
  • Fast learning.
  • Able to identify improvements.
  • Accountable and Dependable
  • Ethics and Integrity

  Key Relationships and Department Overview:

  Key Relationships:

  • Internal – All terminal employees, Local operations.
  • External - Suppliers, Customers, Visitors, Regulatory entities.

• About the company

  Puma Energy is a Swiss multinational mid- and downstream oil company, majority-owned by Swiss company Trafigura.

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