Senior Administrative Assistant

About the role

Basic Function: HF Sinclair is looking for a Senior Administrative Assistance who provides advanced administrative support and assists in the technical support of department operations. HF Sinclair Corporation, headquartered in Dallas, Texas, is an independent energy company that produces and markets high-value light products such as gasoline, diesel fuel, jet fuel, renewable diesel and lubricants and specialty products. HF Sinclair owns and operates refineries located in Kansas, Oklahoma, New Mexico, Wyoming, Washington and Utah. HF Sinclair provides petroleum product and crude oil transportation, terminalling, storage and throughput services to our refineries and the petroleum industry. HF Sinclair markets its refined products principally in the Southwest U.S., the Rocky Mountains extending into the Pacific Northwest and in other neighboring Plains states and supplies high-quality fuels to more than 1,750 branded stations and licenses the use of the Sinclair brand to more than 350 additional locations throughout the country. HF Sinclair produces renewable diesel at two of its facilities in Wyoming and also at its facility in New Mexico. In addition, subsidiaries of HF Sinclair produce and market base oils and other specialized lubricants in the U.S., Canada and the Netherlands, and export products to more than 80 countries.

Responsibilities

• Prepares and may distribute complex correspondence, reports, studies, forms, invoices, and documents
• Performs daily office support responsibilities (i.e. faxes, copying, filing, labeling, typing, travel arrangements, etc.)
• Processes all department mail (i.e. incoming and outgoing courier, overnight packages, certified mail, etc.)
• Schedules meeting and conference rooms
• Coordinates, orders and manages office supplies and materials as required to support maintenance or other assigned department activities, ensuring smooth operations and accuracy of orders, meeting delivery requirements, and reconciling invoices and delivery receipts
• Compiles and analyzes data, making calculations and preparing reports as requested
• Coordinates work between departmental units and departments; communicates department project information or any other requests
• Develops administrative policies and procedures as required; may research technical and policy issues and assist in the implementation of recommendations
• Researches, designs, and/or edits presentations such as brochures, newsletters, forms, manuals, reports and charts
• Responds to complex inquiries concerning the company or department and screens calls for department management
• Prepares, interprets and distributes information
• Performs duties as department document and record control coordinator including coordinating and maintaining record keeping and filing systems
• Acts as backup for other administrative staff
• Participates in the development, monitoring and justification of the budget
• Administers collection of company fuel registration and customer certificates
• Verifies and processes expense statements
• Tracks absenteeism, vacation time, overtime, call out opportunity and other related personnel scheduling and may process Payroll timesheets. Review unauthorized time with Supervisor and if applicable schedule in timekeeping system along with other off-times
• Organizes vacation scheduling for hourly and salaried employees
• Conducts procurement reviews to ensure policies