Administrative Specialist - Field

#WeAreONEOK – Fortune 500 company. 100+ years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.

Provides administrative support for operational and/or field activities. Responsible for performing routine tasks such as maintaining records, organizing documents, and supporting departmental activities. Assists with administrative processes to ensure efficiency and compliance with organizational policies. Works under direct supervision and collaborates with team members to complete assigned objectives.

• Administrative Coordination & Accounting:
  • Perform basic tasks to support administrative processes, such as organizing material requisitions and invoices for review.
  • General Accounting:
    Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs to meet GAAP and SOX guidelines.
  • Assisting with tracking expenditures and routine budget updates.
  • Maintaining files for compliance documentation and regulatory filings.
  • Assist with updating logs, trackers, and databases for basic operational data, such as employee training records, inventory lists.
  • Coordinate travel arrangements for leaders and employees, as needed.
  • Prepare check requests.
  • Coordinate mail/shipping delivery and collection.
  • Responsible for coordinating office cleaning and maintenance.
• Process Support and Communication:
  • Provide basic assistance to field personnel, internal teams, and external stakeholders with administrative requests, such as gathering and organizing documents related to materials or account classifications.
  • Maintaining organized files and records in shared drives or physical filing systems.
  • Communicate routine updates and elevate complex matters to senior administrative staff.
• Event and Meeting Coordination:
  • Assist with preparation and coordination of meetings and training sessions, including reserving meeting rooms, ensuring required materials, preparing documentation, arranging simple catering or supply orders.
• Data Management and Reporting:
  • Enter, retrieve, and update information in company systems or templates.
  • Support preparation of routine data for reporting, such as basic expense and budget summaries.
• Additional Duties:
  • Stock and maintain inventory of office supplies.
  • Perform general office tasks such as filing, scanning, and copying.
  • Provide support for minor departmental audits or special projects as assigned.

• H.S. Diploma

• 0 - 1 year related work experience

• Knowledge of basic office procedures, workflows, and organizational policies.
• Knowledge of standard office equipment and basic computer applications (Word, Excel).
• Knowledge of filing systems and data organization principles.
• Ability to perform routine tasks such as sorting, filing, and data entry with accuracy.
• Ability to follow instructions and established processes to complete administrative tasks.
• Ability to communicate effectively to exchange information with team members and stakeholders.
• Ability to maintain accurate records and documentation in compliance with company policies.
• Skills in operating standard office equipment such as copiers, scanners, and postage machines.
• Skills in using basic features of office software to create and edit documents or spreadsheets.
• Skills in time management and prioritizing tasks in a structured environment.
• Skills in organizing and maintaining physical and electronic filing systems.

• None required

• Sedentary work – lift up to 10 pounds occasionally, walk or stand briefly, mostly seated.

• Standing – occasionally
• Walking – frequently
• Sitting – constantly
• Lifting – occasionally
• Carrying – occasionally
• Pushing – occasionally
• Pulling – occasionally
• Climbing – occasionally
• Balancing – occasionally
• Stooping – occasionally
• Kneeling – occasionally
• Crouching – occasionally
• Crawling – occasionally
  
  Reaching – constantly
• Handling – constantly
• Fingering – constantly
• Feeling – constantly
• Talking…