Office Administrator in Galveston, Texas at Texas International Refining Company

Office Administrator- Texas International Refining Company

Key Responsibilities

Human Resources

• Oversee routine HR operations, including employee record management, onboarding, and offboarding processes.
• Coordinate HR communications, such as policy updates, employee newsletters, and benefits announcements.
• Support recruitment efforts by posting job openings, screening candidates, and scheduling interviews.
• Foster employee engagement through recognition programs, feedback initiatives, and retention strategies.
• Ensure compliance with labor laws and maintain up-to-date knowledge of HR best practices.

CosTrack Administration Support (Backup Role)

• Assist the primary CosTrack Administrator with timesheet management, including overseeing contractor timesheet collection, routing for approval, and resolving submission discrepancies.
• Support system administration tasks, such as maintaining user access, permissions, and configurations, and troubleshooting issues in coordination with CosTrack support.
• Verify cost data accuracy in CosTrack, ensuring compliance with company standards and external regulations.
• Help maintain current rate sheets and conduct periodic rate reviews to align with contractor agreements and company policies.
• Provide backup training and support for CosTrack users, assisting with timesheet and cost management queries and developing training materials as needed.
• Generate and analyze CosTrack reports to identify trends, cost overruns, or process improvement opportunities.

General Administration and Office Coordination

• Manage the President’s calendar, scheduling meetings, appointments, and travel arrangements, while preparing meeting agendas and acting as a point of contact for stakeholders.
• Collaborate with the Controller to prepare accurate financial reports, facilitate month-end close processes, and assist with data entry, invoice processing, and reconciliation tasks.
• Administer the APSM (safety administration platform) by tracking safety action items, updating documentation, coordinating safety training, and supporting safety policy implementation.
• Plan and execute staff meetings, team-building events, and company outings, managing logistics, budgets, and communications.
• Maintain office supplies and coordinate with vendors to ensure a well-functioning workplace.
• Promote a collaborative and inclusive office environment through effective communication and organization.

Qualifications

• Proven experience in HR coordination, administrative support, or office management roles.
• Comprehensive knowledge of HR functions, including recruitment, onboarding, and employee engagement.
• Familiarity with project management or cost-tracking platforms (e.g., CosTrack) and ability to serve as a backup administrator.
• Strong understanding of accounting principles and experience with month-end close processes (preferred).
• Exceptional organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills, with a professional and approachable demeanor.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Bachelor’s degree in HR, Business Administration, or a related field (preferred but not required).