Coordinator - Field - Orange

Energy Transfer, recognized by Forbes as one of America's best large employers, is dedicated to responsibly and safely delivering America's energy.  We are driven to inspire our employees to create superior value for our customers, our investors, a sustainable future and giving b ...

Job description

Energy Transfer, recognized by Forbes as one of America's best large employers, is dedicated to responsibly and safely delivering America's energy.  We are driven to inspire our employees to create superior value for our customers, our investors, a sustainable future and giving back to the community where we have long-standing commitments to causes including MD Anderson Children's Cancer Hospital, The Salvation Army, American Heart Association, Ronald McDonald House and many more. 

Come join our award winning 11,000 strong organization as we fuel the world and each other

Summary:
The Coordinator/Sr Field Coordinator is responsible for performing and overseeing a wide range of administrative activities, ensuring smooth office operations, supporting project management, and assisting with budgeting and financial tasks.

Essential Duties and Responsibilities:
Duties may include, but are not limited to -

Administrative Support:

• Manage mail operations, including checking and distributing incoming mail.
• Order office supplies and maintain inventory levels.
• Answer phone calls, direct inquiries, and provide directions for visitors.
• Ensure conference rooms are organized and properly set up before meetings.
• Plan and coordinate events such as retirement parties and the annual Christmas party.
• Assist with and monitor Fleet data and work with our Fleet Department to update drivers and submit disposals of company vehicles.

Budgeting and Financial Assistance:

• Assist the local manager in preparing the annual Operations & Maintenance (O&M) and Capital Project budgets.
• Review location's monthly cost detail and ensure all charges are correct by collaborating with Financial Analyst.
• Assist with monitoring O&M and Capital projects to ensure budget compliance.
• Complete project documentation, including completion reports and submission into Project Pulse, ensuring all required documents (e.g., MTRs, hydrostatic testing, valve reports) are included.

Employee Support and Training:

• Guide employees through timesheet entry and familiarize them with pay codes and company policies. Ensure employee time is reported correctly by reviewing timesheets and providing feedback to supervisors/managers.
• Assist employees with PCard/Expense Report training and help them correctly code purchase card transactions.

Invoice and Vendor Management:

• Review, code, and submit invoices into the SAP Accounts Payable system ensuring that all charges are accurately allocated to the correct asset. If an invoice is improperly coded, a Journal Entry will be required to make corrections, following a review and confirmation with Financial Analyst.
• Contact vendors to resolve billing discrepancies and ensure accurate submittal of invoices.
• Verify invoices against contracts (via Apttus) to comply with terms and rates.
• Verify contractor grade compliance in Veriforce to ensure it meets company standards.
• Create Work Offers in Apttus for contractor work ensure these Work Offers are properly closed once the project is completed.  
• Generate CTV reports for all Operator Qualification work, when required.

Compliance and Permits:

• Maintain and update Emergency Response Manuals in ERPM.

Training and Continuous Improvement:

• Attend training on relevant software and programs, such as Excel, PowerPoint, Apttus, and other new tools introduced by the company.

Education and/or Experience, Knowledge, Skills & Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements for the position include:

• High school diploma or equivalent
• 0-2 years practical experience as an administrative support professional in a fast-paced work environment

• Sr Coordinator level requires 2+ years of relevant experience and a high school diploma or equivalent

  Associate or bachelor's degree in accounting, business administration, computer operations, and/or equivalent work experience in a related field is preferred.

  Experience in Natural Gas/NGL/Oil industry is a plus

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word).
• Familiarity with SAP, Apttus, and other project management tools a plus.
• Strong organizational and effective written and verbal communication skills.
• Ability to handle multiple tasks and prioritize responsibilities.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

· Normal office working conditions.

· Must be able to remain in a stationary position 50%25 of the time due to prolonged periods of sitting or standing.

· Occasion travel, including overnight stays, may be required due to administrative support requirements of other locations within the area.

· Occasional visits to settings which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, requiring appropriate personal protective equipment.