Administrative Support Worker

Administrative Support Worker

CAI is a global technology services firm with over 8,500 associates worldwide and a yearly revenue of $1 billion+. We have over 40 years of excellence in uniting talent and technology to power the possible for our clients, colleagues, and communities. As a privately held company, we have the freedom and focus to do what is right-whatever it takes. Our tailor-made solutions create lasting results across the public and commercial sectors, and we are trailblazers in bringing neurodiversity to the enterprise.

Job Summary

As the Administrative Assistant, you will serve as a single point of contact between procurement and TAR execution team to ensure all contracts are implemented per bid documents (Pay formula, agreements, skills, schedules, and rates, configure materials module, etc).

Job Description

We are seeking an Administrator Worker. The preferred candidate will be located onsite in Gonzalez, LA, Pasadena, TX, Edmonton, AB but flexibility for remote residence based/ other locations/regions exists as well. This position requires the ability to travel 25-40% to support on-site turnaround execution. This role is full-time and a one year contract.

What You'll Do

Serve as single point of contact between procurement and TAR execution team to ensure all contracts are implemented per bid documents (Pay formula, agreements, skills, schedules, and rates, configure materials module, etc)

Develop badging and accountability strategy for each TAR in accordance with AP safety and security requirements. Work with outage team to ensure security (both guards and infrastructure/perimeter) is correctly implemented in support of the strategy. Monitor reporting to ensure fatigue and accountability guidelines are met and ensure plant mustering is fail safe and timely for emergencies

Support creating Service requisitioning, cost tracking & reporting, and proper invoicing/close out of all labor, material, and equipment purchased for North America turnarounds (U.S. and Canada)

Calc net all contractor time daily and clear exceptions (missing in/out scans, schedules, moving scans, etc.). Review and approve contractor override hours; require approval documentation from vendor when needed

Create and upload Track Imports for Cost Objects (workorders, purchase orders), rates, etc. Create and assign new vendor work schedules incorporating site rules

Run daily non allocated, non accepted, rejected reports to ensure adherence to daily vendor timekeeper requirements. Audit Track data by running weekly cost reports to increase management visibility, enforce accountability, and assure work process adherence

Mentoring/coaching/onboarding of vendor timekeepers, vendor reconcilers, and Outage Team Members as needed; Provide training, and review expectations and deadlines

Authorize cost in Track once verification requirements are met; Send Authorized timesheets to vendors for invoicing. Ensure all final costs are received and balanced with Track upon vendor completion of work

Lead close out effort for assigned outages by monitoring vendor invoicing, communicating deadlines, collaborating with procurement and outage team, and decommitting/increasing purchase orders as directed. Ensure vendor invoicing is in balance with verified final costs

Provide daily gate log & TRACK information to the outage team, including headcounts, manhours, burn rates, crew sizes, etc. for use in reporting and decision making

What You'll Need

Required:

Turnarounds TRACK and SAP Requisitioning experience; Turnarounds Cost experience a plus

Strong leadership, multi-tasking abilities

Strong communication, organizational, and planning skills

Self-motivated and willingness to learn and improve

High ethical standards

Willing to work a wide variety of scheduled days and hours

Works professionally and harmoniously with employees, peers, management, support personnel, program participants and business area persons

Utilizes positive and constructive attitude toward resolution of problems and conflicts

Accepts direction, constructive feedback, and supervision

Minimum high school diploma or equivalent with experience

Proficient in the use of computers and business software, including Microsoft (Excel, Word, PowerPoint, Outlook), OneNote

SAP

TRACK software

Typical work week is 40 hours. Longer hours are required during Turnaround execution which may also require working weekends. Travel is required in U.S. and Canada, primarily California, U.S. Gulf Coast, Edmonton, Ontario, and U.S. Northeast. The work environment is diverse from an office setting to onsite operating facilities

Physical Demands

Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state, and local standards

Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.

Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Reasonable accommodation statement

If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to application.accommodations@cai.io or (888) 824 - 8111.

$45.00-$52.00 per hour

The pay range for this position is listed above. Exact compensation may vary based on several factors, including location, experience, and education. Benefit packages include medical, dental, and vision insurance, as well as 401k retirement account access. Employees in this role may also be entitled to paid sick leave and/or other paid time off as provided by applicable law.