Administrative Assistant – remote oil & gas camp North Slope Alaska – Alpine, AK

ESSENTIAL JOB FUNCTIONS:


Specific:

Process & verify weekly payroll with submittal of rate and/or status changes when applicable.

Weekly invoicing packet data entry and verification of totals being electronically submitted. Processing re-submittals and/or corrections as necessary. Communicating with client representatives regarding ePayables issues.

Invoice program testing, troubleshooting, implementation and correspondence with programmer.

Coordinate travel and billeting for employees and contractors using applicable travel software.

Maintain accuracy of employee data on site and ensure personnel data is forwarded to Corporate HR for records. Ensure new-hires arriving to camp meet requirements prior to arrival on site and provide necessary orientation materials to appropriate department lead. Track & distribute performance appraisal information to Leads & Manager and Corporate HR.

May supervise Admin Clerk and their duties to facilitate completion of miscellaneous clerical requests and job requirements.

Oversee daily operations of Commissary, ensuring it remains a morale provider for camp residents with a positive cash flow. Correspond with various vendors on Commissary accounts, product info and orders.

Assists in the coordination and facilitation of employee training, updating records and providing reports as requested. Manage and update site-specific updates- both annually and as needed.

Meet contract reporting requirements to include various weekly, monthly, quarterly and annual reports.

Coordinate Drug & Alcohol testing with Corporate HSE Director and coordinate quarterly on-site testing.

Ensure accuracy of auditable files on site to include invoice folders, safety records, certifications, licenses and OSHA files.

Manage the Quarterly Safety Program implementation, awards purchasing and quarterly drawing.

Participate in IMT training & drills in a Documentation support role.


General:

Always wear the proper personal protection equipment (PPE).

Maintain current certification of all required training- including online, lecture & self-study methods.

Participate in Task Hazard Assessments (THA’s) of any new or changed tasks. Periodically re-examine routine tasks for any new hazards that might be introduced due to product, process or equipment changes.

Attend & be an active participant in daily Toolbox meetings and weekly Safety Meetings.

Promote, establish & maintain a safe working environment for all employees & clients.

Must take initiative to identify tasks to be completed and take action to achieve a standard of excellence.

Adhere to all employment rules, procedures and policies established by Arctic Catering including, but not limited to those contained in the employee handbook.

Must adhere to all site-specific rules, procedures and policies established by the client.

Perform other duties & projects as assigned by Camp Manager or appointed Supervisor.

Create, design and modify documents using Microsoft Office.

Proofread all work for accuracy & neatness.

QUALIFICATIONS:


Required:

High School Diploma or equivalent.

Ability to pass pre-employment physical assessment test and drug screening.

Must meet criminal history and background requirements.

Intermediate to Advanced skill level in all MS Office programs: Outlook, Word, Excel

Accurately type 45 wpm minimum.

Minimum of 5 years’ office administrative support experience.


Preferred:

NSTC Unescorted Training Card – current

Experience booking remote air travel, or travel with iLogistics

Previous experience in remote camps and/or related North Slope experience

Previous experience in retail environment.

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