Ecopetrol USA Inc.

Office Administrator

Greater Houston

full time

On-site

Oil and Gas

About This Job

Ecopetrol USA Inc. is a subsidiary of Ecopetrol S.A., the national oil company of the Republic of Colombia, who consolidates two productive subsidiaries: Ecopetrol America LLC and Ecopetrol Permian LLC.

Ecopetrol America LLC is subsidiary created in 2007 which participates in the exploration and production of hydrocarbons in North America, contributing to the corporate goals set by the Ecopetrol Business Group in its 2030 Strategic Plan. It focuses its exploration activities in the deep waters of the U.S. Gulf of Mexico, executing activities of production, development, appraisal and exploration.

Ecopetrol Permian LLC is a subsidiary created in 2019 who is engaging in the exploration and development of unconventional resources. By doing so, Ecopetrol will balance its upstream portfolio with short-term hydrocarbons and add diversification from a geographical and play perspective with access to light oil and gas. Moreover, engaging in unconventional opportunities outside of Colombia will allow Ecopetrol to learn the nuances of exploring and operating unconventional resources.

Ecopetrol US Trading LLC is a subsidiary created in 2022 with a main focus in the international marketing of refined, petrochemical and industrial products as well as crude oil and natural gas from the Ecopetrol Group and third parties. This new subsidiary is expected to strengthen Ecopetrol's sales and marketing presence in the North American and European markets and establish new synergies and business opportunities that will enable its continued growth through the energy transition and generate greater benefits and welfare to its stakeholders.

Our offices are centrally located in Houston, Texas, on the 55th floor of The Williams Tower, an iconic landmark in the Galleria area. In a modern working environment, Ecopetrol houses a diverse team of enthusiastic professionals of various nationalities and disciplines, committed to accomplishing company goals.

JOB SUMMARY

The office administrator plays a crucial role in maintaining the efficiency and organization of our office environment. The job holder will be responsible for overseeing administrative activities and ensuring that daily operations run smoothly, while contributing to driving sustainable growth and helping us achieve organizational efficiency by nurturing a positive, inclusive work environment.

The office administrator is vital in coordinating various tasks to support the overall functioning of the office, acting as a central point of contact for employees, clients, and external vendors, facilitating communication and workflow. For this reason, a successful office administrator must be a good communicator and exhibit excellent organizational skills.

The ideal job holder is a flexible problem-solver who has superb communication skills and a detail-oriented mindset. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for this role.

MAIN ACCOUNTABILITIES

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Managing administrative tasks. This can include a wide range of tasks, such as coordinating and overseeing all office activities, ensuring compliance with company policies.

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Office supply inventory management. This includes maintaining office supply inventory, ordering new supplies, and tracking invoices and office budgets.

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Conference room coordination. This includes overseeing facilities like conference rooms and other communal areas.

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Coordinating office events and activities. This may include appointment scheduling, booking, organizing and facilitating meetings and company events, and overseeing catering during company events.

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Communication. This includes speaking with clients, guests, colleagues and management team members throughout the day, as well as managing internal communications.

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Organization skills. This includes keeping track of multiple tasks and deadlines and being proficient in using computers and office software programs to manage data in spreadsheets and run reports as needed, as well as creating and updating records and databases.

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Arranging post and deliveries. Coordinates food deliveries when requested.

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Overseeing the maintenance of office facilities and equipment.

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Managing budgeting and bookkeeping procedures. This includes handling bookkeeping, budgeting and billing cycles for the business.

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Vendor management. This includes liaising with vendors and suppliers to ensure timely delivery of goods and services, as well as processing invoices and expense reports.

REQUIREMENTS

Education/Experience:

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Bachelor’s or associate’s degree in business, administration, or a related field. Additional credentials in office administration are a plus.

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5+ years of proven and progressive experience specifically in office management roles (office assistant, office coordinator, office administrator, office manager or equivalent)

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Prior administration experience in a formal corporate setting

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Previous experience managing internal corporate communications

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Experience managing budgets and expenses

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Experience developing internal office management processes

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Experience implementing information management systems

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Previous event planning experience

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Previous experience managing relationships with third party construction, moving, and real estate service providers

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Ability to maintain confidentiality of company information.

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Prior O&G industry experience is preferred

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Prior leadership/supervisory role experience a plus

Language Ability:

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Fully bilingual and fluent in English and Spanish (written and oral) a must.

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Ability to complete Spanish to English translations of written materials

Computer Skills:

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Advanced computer skills and experience with online platforms

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Proficiency in Microsoft Office Suite/Microsoft 365 (Outlook, PowerPoint, Excel, Word) and office equipment (printers, scanners, etc.).

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Working knowledge of Microsoft SharePoint (shared file repository, intranet and web contact management)

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Working knowledge of Adobe Acrobat

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Exposure to communication design software (creation of visual messages and aesthetics to be conveyed through internal media) and/or video editing software is preferred.

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Proficiency with overall office applications, and aptitude for learning new software and systems

Other Skills and Competencies:

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Outstanding corporate communication skills. Ability to communicate effectively with internal and external parties and stakeholders.

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Superb professional writing skills. Ability to draft formal and error free written content appropriate for internal corporate communication and documentation purposes.

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Strong time management abilities. Ability to prioritize tasks and plan effectively.

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Organizational skills. Ability to multitask and manage competing priorities.

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Solid presentation skills. Ability to effectively prepare and deliver presentations to management team members.

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Financial and business acumen. Familiarity with office procedures and basic accounting principles. Ability to manage a budget and reduce department costs when needed, and able to understand how their actions impact the organization in a variety of situations.

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Proven superior interpersonal and customer service abilities. Emotional intelligence and self-awareness. Ability to interact effectively with internal clients, guests, and team members within all levels of the organization.

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Problem-solving skills. Creative and resourceful thinking. Proactive and can-do attitude.

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Strong attention to detail

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High degree of flexibility

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Professional demeanor and appearance

Organizational Culture Principles

• HSE Life First - We protect ourselves and others. We comply with the principles of our HSE management system. We protect the environment and the community by thinking of the generations to come.

• ETHICS - Always Ethical: We are transparent and stand by our principles. We act with integrity and comply with our code of ethics. We take full responsibility for our actions. We treat others with respect.

• EXCELLENCE - Passion for Excellence: We produce sustainable and exceptional results. We plan and execute accordingly. We honor our commitments to others. We exceed expectations, adding value to everything applied. like to do things the right way and to follow the standards, the procedures, and the rules. We are committed to results that are exceptional and sustainable over time

• LEADERSHIP - We listen with respect and speak clearly: We lead in our diversity and inclusion. We encourage freedom of speech and equal opportunities regardless of differences. We are willing to express our ideas and mediate with others. We promote an open environment where intimidation or discrimination is not allowed.

• INNOVATION - Make the impossible possible: We stand apart and ahead as technological innovators. We learn from successes and failures. We apply agility in our processes. We experiment with new methods following comprehensive risk assessments

• COLLABORATION - We are one team: We achieve greatness through collaboration. We work against a silo mentality and liaise with other teams. We congratulate, recognize, and appreciate those who are excelling in their achievements. We provide and humbly accept feedback.

Equal Opportunity Employment: Ecopetrol USA is an equal opportunity employer. Ecopetrol USA prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, national origin, color, sex, gender identity, sexual orientation, religion, disability, genetic information (including family medical history), or age. The Company conforms to the spirit as well as to the letter of all applicable laws and regulations. Additionally, Ecopetrol USA will take action to employ, advance in employment and treat qualified Vietnam-era veterans and disabled veterans without discrimination in all employment practices.