Administrative Assistant / Office Coordinator Job at repsol in Anchorage

Administrative Assistant / Office Coordinator

Repsol is seeking a highly organized and experienced Administrative Assistant / Office Coordinator to support the Alaska Business Unit onsite at our Anchorage office. This role provides comprehensive administrative and office coordination support to the Business Unit Director and broader team. The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of administrative, logistical, and operational responsibilities in a dynamic and fast-paced environment.

Responsibilities

• Administrative Support
  • Manage calendars, appointments, and agendas for leadership and team events.
  • Prepare correspondence, reports, presentations, and internal communications.
  • Coordinate meetings, including scheduling, logistics, and visitor support.
  • Answer and direct phone calls; manage mail and shipping logistics.
  • Maintain filing systems and retrieve documents as needed.
  • Support expense reporting and provide guidance on submission procedures.
  • Track and reconcile vacation requests for internal reporting.
  • Assist with conference room reservations and ensure A/V readiness.
  • Coordinate IT support requests and onboarding needs for new hires.
• Office Coordination
  • Oversee daily office operations, including supplies, equipment, and vendor coordination.
  • Serve as the primary point of contact for facility-related matters.
  • Support onboarding logistics for new employees and contractors.
• Travel & Expense (Concur)
  • Arrange complex travel itineraries for Directors and external guests.
  • Coordinate with travel and transportation agencies as needed.
  • Prepare and submit expense reports on behalf of leadership.
  • Provide Concur support to staff with travel or expense-related questions.
• Procurement & Finance (SAP)
  • Create purchase requisitions, purchase orders, and service entry sheets.
  • Process invoices and follow up on payments.
  • Support IT and External Relations with material purchasing.
  • Assist with contractor onboarding/offboarding and timesheet coordination.
  • Support contract holders with P2P notifications and outline agreements.

Required Qualifications

• Legal authorization to work in the U.S. without current or future sponsorship.
• Minimum of 5 years of administrative or office coordination experience, preferably in energy, oil & gas, or a related industry.
• High school diploma or equivalent required; additional education or certifications a plus.
• Proficiency in Microsoft Office Suite, SAP, and Concur.
• Strong understanding of standard administrative practices and office procedures.
• Proven ability to work independently, manage multiple priorities, and meet deadlines.
• High level of professionalism, discretion, and confidentiality.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and problem-solving abilities.
• Customer service mindset with strong interpersonal skills.

Repsol is an Equal Opportunity Employer M/F/Disability/Veteran