Business Coordinator - Business Asset Management

Primary Purpose

Work closely with project managers and cross-functional teams to coordinate project activities, manage documentation, compile and produce written reports, and track compliance progress, and serve as the primary administrative point of contact for internal and external project-related inquiries, which includes scheduling meetings and workshops, distributing agendas and materials, and handling event planning and logistics while maintaining the highest level of professionalism. Additionally, this role will assist with onboarding new project team members by coordinating access, equipment, and introductory documentation. This role requires strong organizational skills, proficiency with project management tools, and the ability to thrive in a fast-paced environment. The role will be expected to proactively troubleshoot issues and identify more efficient ways to execute day-to-day department activities, coordinating with other departments as required.

Duties and Responsibilities

Administrative Project Support

Manage and maintain project documentation, including records in accordance with Company records policies, status reports, and change requests, ensuring version control and accessibility.

Collaborate with other departments to gather information and prepare responses to data requests.

Gathers requirements by attending planning/briefing meetings and liaising with subject matter experts to record detailed meeting minutes, track action items, and ensure timely follow-up from responsible parties.

Support the department with tracking agreement compliance deadlines and monitoring deliverables.

Manage shared team inboxes and efficiently organize incoming requests and communications.

Coordination and Communication

Coordinate and schedule project-related meetings, workshops, events, and review sessions, including preparing agendas and distributing meeting materials.

Assist in onboarding new project team members by coordinating access, necessary equipment, and introductory documentation.

Assist with team leaderships’ schedules, travel arrangements, expense reporting and proper submittal of expense reports.

Coordinate the scheduling of shared project resources (e.g., equipment, conference rooms and training facilities).'

Maintains strong relationships and close coordination with the leadership team’s executive assistants and other department coordinators to quickly resolve changes in scheduling.

Process Improvement

Prepare reports and presentation templates and provide formatting and proofreading of executive level project materials.

Help standardize templates and procedures for project reporting and documentation across the business.

Assist with processing/reviewing project-related purchase requisitions and invoices.

Provide back-up support for the Executive Assistant and other administrative staff as needed.

Other duties as assigned.

Required Qualifications

Associate's Degree Business Administration or related discipline, or a combination of related education, training and/or experience.

1-3 years related experiences

Strong analytical and problem-solving abilities.

Excellent organizational and time management skills.

Experienced with various technology applications; such as Microsoft Office Suite, Adobe, SharePoint, ClickUp, MAX, SAP, etc.

Ability to multi-task and prioritize assignments.

Solid team player and able to work independently.

Effective and professional communication skills, both written and verbal.

Preferred Qualifications

5 years oil/gas experience

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled