Office Coordinator @ Chevron

Job Information

Job Description:

ESSENTIAL FUNCTIONS:                                      

Administrative

• Sending flowers/plants when necessary.
• Organizing events/holiday parties/fundraisers for REG Grays Harbor.
• Ordering and dispersing REG Gifts.
• Administering Human Resource initiatives for the REG Grays Harbor location.

Daily Production Report (DPR)

• Fill in and calculate data on the DPR.  The data comes from unloaded trucks, unloaded railcars, as well as outbound trucks.
• Inbound truck/rail paperwork (product receipts into JDE/SAP, online systems)

Philanthropy

• Coordinate volunteer opportunities for this area and surrounding areas.  Stay in touch with all local volunteer organizations, schools, and any non-profit charities.
• Coordinate monetary contributions for this area and surrounding areas. Stay in touch with non-profits, volunteer organizations, schools, first responders, and our local Chamber of Commerce.

Purchase Order Creation

• Creating purchase orders for all departments as requested.
• Correcting purchase orders, increasing, and changing them as needed.
• Creating OP purchase order for Clear Diesel.

Other Frequent Duties

• Logistics-daily entering in information for all inbound trucks/railcars in JDE, receiving on the PO’s for all inbound trucks, creating a recap spreadsheet, scanning the recap sheet as well as all inbound truck information on the Shared Drive. Answering questions regarding the weight, PO, destination, carrier.
• Grays Harbor Monthly Report, Weekly Report, and Validation Report.
• Ordering of office supplies for the plant
• Public Relations-first point of contact for many community lead organizations.
• Ordering and picking up food for different events
• Certificate of Liability Insurance-making sure the limits match the guidelines set by Ames, saving all C.O.I.’s on the shared drive, communicating insurance coverage with Port of Grays Harbor.
• Ensuring lease bonds are in place/updated and communicated with the Port of Grays Harbor.
• New Vendor-gathering information needed by Accounts payable (vendor add form and W9), follow-up that new vendor has been entered.
• Maintaining plant roster and REG Grays Harbor phone directory.
• Monthly Man-Hour report that contains the breakdown of all REG employee hours worked and non-worked.
• Handle and direct telephone calls from both internal and external sources to include transferring to appropriate office.
• Setting up meeting areas & conference calls, setting up rooms for and scheduling appointments/meetings.
• Screening of visitors to control interruptions.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
• Serve as a liaison between traveling sales representatives and staff.
• Arrange travel through internal or outside agents and prepare itinerary.

Company Information

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