Easter Seals Jobs

Description

CTG is seeking to fill a Project and TAR Document Management Assistant opening for our client in Blaine, WA.

Location: Blaine, WA

Duration: 12 months

Job Purpose:

The Projects and Turnaround (TAR) Documentation Management Assistant’s primary objectives are to:

• Provide a full range of positive, efficient, and professional administrative duties as defined.

• Assist with the cooperative integration of, work groups, project assistants, visitors, and contractors.

• Support the six Projects and TAR department basic goals:

• Safely support and execute turnarounds and projects.

• Cooperatively set and meet milestones while facilitating scope development.

• Integrate and align all TAR project stakeholders (bp and contractors) in a TAR event to submit redlines to P&IDs for approval by PSE and other stakeholders.

• Deliver quality events on schedule and on budget.

• Develop and provide consistent, sustainable training to achieve TAR and project goals.

• Transfer information and knowledge through historical documentation and recordkeeping.

Roles and Responsibilities:

Administrative Support

• Provide administrative support for the following individuals and groups:

• Projects and TAR Managers (report directly)

• Major Capital, Mid Capital, Small Project, TAP and Project Controls Managers

• Team Leads

• Construction Team Leads

• Construction Field Coordinator

• Overall Operations Coordinator

• Logistics Coordinator

• Procurement Coordinator

• Head Planners

• Planners

• Contractor Engineers

• Information Management Services (IMS)

• All other supporting staff for the department, including bp, contractors, and visitors.

• Backfill support for project assistants as necessary.

Projects and Turnaround Complex

• Assist with keeping the Projects and TAR complex safe, organized, and clean:

• Stay up to date on safety policy, process and procedure (s).

• Facilitate maintenance of appliances and equipment (devices, printers, etc.).

• Maintain neat workspace (i.e. conference Rooms, communal areas) by encouraging organization, waste management and recycling of materials to avoid hazards.

• Clean, organize and stock kitchen to promote efficiency.

• Work with the Knowledge Management (KM) group to upgrade or return devices.

• Understand conference room technology and troubleshooting support.

• Collaborate with Logistics to manage the Projects and TAR and connex:

• Track, maintain and update TAR management of inventory

• Collaborate with Project Assistant (s) on complex activities

• Secured storage of items

• Update reader boards with pertinent information on a weekly basis.

Personal Protective Equipment

• Maintain personal protective equipment (PPE) vending machine located in the 20-Plex.

• Work with the Storehouse using Maximo program for inventory.

• Supply H2S monitors as needed.

Day-to-Day Tasks

• Act as liaison between departments, using tact, discretion, respect, and courtesy. Develop effective working relationships and become familiar with various units and duties of staff in the Projects and TAR group.

• Assist with project document management for the team; including but not limited to filing, printing, organizing, building binders/booklets, P&ID reports, publishing items with vendors for meetings.

• Manage TAR Library:

• Maintain TAR Scope Reviews and post-TAR documentation in the TAR library and/or TAR SharePoint site.

• Support Head Planner in keeping library up-to-date within the last 3-4 cycles.

• Ensure oldest TAR documentation is scanned and retained electronically with IMS.

• Work in conjunction with KM and IMS to effectively manage the Projects and TAR SharePoint sites and R:\Drive.

• Collaborate and provide guidance with Project Assistant/Admin team on Project File Index.

• Arrange meetings and coordinate calendars:

• Update Conference Rooms with daily meeting schedule.

• Ensure access to schedule rooms is granted to Head Planner, TAR Team Leads, or Portfolio Leads; all others should have availability to view schedule only.

• Monitor Projects and TAR Outlook group calendar and update as necessary for Projects and TAR leadership, ensuring the calendar is current and accurate (i.e. business, vacation, sick time, comp time, etc.) for all staff to view.

• Daily awareness of Manager activities with check-ins.

• Organize logistics and materials for meetings (Onsite & Offsite) including scheduling via bp approved vendors, meeting space setup, meals and post event follow-up.

• Maintain and manage distribution lists, given some lists have permissions attached to grant access to view files and/or schedule conference rooms.

• Maintain record of approved purchases for credit card reconciliation.

• Coordinate distribution of bp calendars, awards, and refinery-wide recognition including providing department headcount, hands on-distribution of items, etc.

New Staff Onboarding

• Assist with office moves for new staff:

• Arrange badge access to Projects and TAR complex.

• Coordinate desk setups.

• Update Department email distribution lists.

• Maintain security groups: Grant/remove access to various network folders using active directory tool.

• Generate help desk tickets for the following:

• New user IDs

• Phone issues/requests

• Hardware and software (e.g., Snagit, Visio, project as directed)

• Maximo SPE/SPI/ALIM user accounts

• ZScaler

• Various other issues that require help desk tickets

• Coordinate new hire onboarding with HR, contractor personnel and superintendents; follow the Projects TA Employee Onboarding Offboarding Checklist and the PM/PE Onboarding PowerPoint training for new PMs and PEs to ensure successful onboard.

• Process all Delegation of Authority (DOA), travel card (T&E) requests, PPE, cell phones, etc.

• Train on Concur software and provide single point of contact for questions and inquiries.

• Work with the Logistics and Maintenance departments to prepare trailers for occupancy during TAR events.

• Assist with coordination of moving personnel to their new areas as needed.

• Update seating charts, and organizational charts.

Purchasing and perform the following ordering/purchasing duties (requires access to department PCard):

• Office supplies with manager approval. Out of the ordinary and/or ad-hoc orders to be purchased with approval of Projects and TAR Manager, Team Lead, or Projects Manager. Work with bp Storehouse and approved vendors.

• Staff welfare / bereavement purchases (i.e. flowers) with Manager approval.

• Business cards.

• Draft expense report and reconcile company credit card.

Software Use and Hardware Troubleshooting

• Microsoft 365 (i.e., Excel, Word, PowerPoint, Outlook, Visio) for document creation and updates.

• SharePoint help-desk tickets for printer/plotter issues. Work with CHP IT for any issues regarding other technological equipment.

• Internal site IT coordination for other technological equipment support (Hardware & Software).

Team Oversight/Coordination

• Project Assistant training for TAR complex

• Training on:

• Supplies – cost/value

• Staffing in group

• Site orientation

• Conference room reservations and use

• Visitors

• Project distribution lists

• Shared calendars

• Meetings and Meeting logistics

Training

• Participate in My Talent & Learning (MT&L) opportunities and other training opportunities available on the bp website.

Excellent verbal and written English communication skills and the ability to interact professionally with a diverse group are required.

CTG does not accept unsolicited resumes from headhunters, recruitment agencies, or fee based recruitment services for this role.

To Apply:

To be considered, please apply directly to this requisition using the link provided . For additional information, please contact Rebecca Olan at 716-887-7371 or rebecca.olan@ctg.com . Kindly forward to any other interested parties—thank you!

The expected base salary for this position ranges from $55,000 to $65,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, market factors, and where applicable, licensure or certifications obtained. In addition to salary, a competitive benefit package is also offered.

Pay Range

USD $60,000.00 - USD $65,000.00 /Yr.

About Us

CTG, a Cegeka company, is at the forefront of digital transformation, providing IT and business solutions that accelerate project momentum and deliver desired value. Over nearly 60 years, we have earned a reputation as a faster and more reliable, results-driven partner. Our vision is to be an indispensable partner to our clients and the preferred career destination for digital and technology experts. CTG leverages the expertise of over 9,000 team members in 19 countries to provide innovative solutions. Together, we operate across the Americas, Europe, and India, working in close cooperation with over 3,000 clients in many of today's highest-growth industries. For more information, visit www.ctg.com .

Our culture is a direct result of the people who work at CTG, the values we hold, and the actions we take. In other words, our people define our culture. It's a living, breathing thing that is renewed every day through the ways we engage with each other, our clients, and our communities. Part of our mission is to cultivate a workplace that attracts and develops the best people, reflected by our recognition as a Great Place to Work Certified™ company across many of our global operations.

CTG will consider for employment all qualified applicants including those with criminal histories in a manner consistent with the requirements of all applicable local, state, and federal laws.

CTG is an Equal Opportunity and Affirmative Action Employer. CTG will assure equal opportunity and consideration to all applicants and employees in recruitment, selection, placement, training, benefits, compensation, promotion, transfer, and release of individuals without regard to race, creed, religion, color, national origin, sex, sexual orientation, gender identity and gender expression, age, disability, marital or veteran status, citizenship status, or any other discriminatory factors as required by law. Our Affirmative Action program serves to promote occupational equality and diversity through good faith efforts. CTG is fully committed to promoting employment opportunities for members of protected classes.

Submit a referral to this job (https://usjobs-ctg.icims.com/jobs/10962/project-and-tar-document-mgmt-assistant/job?mode=apply&apply=yes&in_iframe=1&hashed=-1834384795)

ID 2024-10962

Title Project and TAR Document Mgmt Assistant

Location US-WA-Blaine

Posted Min Pay Rate USD $60,000.00/Yr.

Posted Max Pay Rate USD $65,000.00/Yr.