Job Description

Secretarial/Administrative Support

CHARLOTTE AMALIE-LINDBERGH BAY(VIR)

Puerto Rico

The job holder supports the company\xe2\x80\x99s administrative and operational functions by ensuring that all assigned tasks are completed timely and correctly.

Administration Duties

• Provides quality service to customers and other TotalEnergies stakeholders.
• Ensures that office equipment is maintained, and office supplies are stocked.
• Assists Human Resources with coordinating the payment of the Government Insurance Certificate.
• Assists Terminal personnel with documentation and filing.
• Coordinates the signature of TotalEnergies USVI personnel timesheets by management and emails the approved timesheets to Human Resources on a biweekly basis.

Accounts Receivable Management Duties

• Contacts, via email and/or telephone, customers to ensure that outstanding balances are collected.
• Reconciles paid customer invoices to outstanding invoices via a spreadsheet.
• Executes online deposits and creates deposit reports.

Accounts Payable Management Duties

• Prepares and enters purchase orders in SAP by following TotalEnergies\xe2\x80\x99s purchasing policies and by assigning the correct general ledger accounts and cost centers.
• Forwards invoices to Accounts Payable in Puerto Rico.
• Follows the company\xe2\x80\x99s procedures when creating new vendors.
• Ensures that vendors are paid timely and makes sure that there is no backlog of vendor invoices at any time.

Inventory Management Duties

• Assists the USVI Operation\xe2\x80\x99s team with producing inventory control reports daily.
• Coordinates fuels orders with customers, drivers, and the USVI Deputy Operations Manager.
• Monitors additive movements and prepares reconciliation reports.
• Prints monthly stock transaction reports and clarifies variations before month-end closing.

Other Duties

• Participates in safety meetings (including taking minutes) and emergency response drills.
• Performs other duties as assigned by supervisor and/or management team.
• Execute coupon validation with TotalEnergies\' Commissioned Agent Service Stations.
• Carry out St. Thomas, USVI Network Price Survey on a weekly basis.

Context and environment

• Works in the St. Thomas, USVI TotalEnergies Terminal building.
• Will spend long hours sitting and typing on a computer keyboard and using office equipment (computers, printer/copying machines, etc.) Some lifting of supplies and materials from time to time may be required.
• Will be located a busy, open area office. The incumbent is faced with constant interruptions and must meet with others on a regular basis.
• While performing the duties of this job, the employee is occasionally required to stand, walk, reach with arms and hands, talk, and hear. Vision abilities required to perform this job include close vision. The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal.
• Assists the company\xe2\x80\x99s administrative and operational functions by ensuring that all assigned tasks are completed timely and correctly.

Candidate profile

• Bachelor\xe2\x80\x99s Degree in in Business Administration in related field is required, but related work experience can be used to compensate educational requirements.
• Must be able to multitask and work well with TotalEnergies stakeholders.
• Must be able to work with office equipment and required software (Microsoft Office and SAP).
• A well-organized individual who is capable of multitasking.
• Must be able to work well under pressure and requires minimal supervision.
• Maintain strict confidentiality and good interpersonal relationships is required.

At TotalEnergies Puerto Rico / USVI, we like to create something special for our team members. Work is why we\'re here, but the benefits are important as well:

TotalEnergies Marketing Puerto Rico Corp. requires all employees to be fully vaccinated against COVID-19 by the first day of work. We will require you to provide a copy of your COVID-19 Vaccination Record Card. In general, people are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer o Moderna vaccines, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson\xe2\x80\x99s Janssen vaccine. TotalEnergies Marketing Puerto Rico Corp. may provide vaccination exemptions for medical reasons or religious belief. This exemption will be evaluated accordingly.

Offer ID
72653BR
Metier
Administrative Support, Secretarial Support
Employment type
Regular position
Experience level required
Minimum 3 years
Employer company
TotalEnergies Marketing Puerto Rico Corp.
Branch
Marketing & Services
Salary currency
USD
Interview location
Puerto Rico
About us / company profile

Give your best to better energy and make the commitment with TotalEnergies. With over 500-plus professions in 130 countries, we offer high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development. Be part of the global team whose mission is already shared by 100,000 employees: to make energy better each and every day.