About Bp
The bp Technical Solutions India (TSI) center in Pune aims to build on bp’s existing engineering and technical strengths, to deliver high quality services to its hydrocarbons and new energy businesses worldwide. TSI brings together diverse engineering capabilities to provide technical services across a range of areas including engineering, maintenance, optimization, data processes, projects and subsurface, to deliver safe, affordable and lower emission energy, while continuously innovating how we work. Global Subsurface Solutions (GSS) delivers high-quality, high impact, subsurface technical products to address prioritized business challenges across bp’s Production and Operations (P&O) organization.
Role Synopsis
The Team Administrator (TA) will play a key role in supporting the growth and ongoing day-to-day function of the Subsurface Global Subsurface Solutions TSI team. This role will report to the GSS TSI Unit Leader and will be based in the bp Pune office. The incumbent will be required to have a professional client service approach and be able to network across a broad range of functions and levels of the Subsurface organization globally.
Key Accountabilities
You will be empowered to lead in a scope of areas:
- Calendar management: Proactively coordinate multiple business meeting requests; scheduling meetings and travel and all logistical needs (e.g., booking of conference rooms and technology), helping to ensure that TSI LT’s leadership team’s time aligns with key priorities and collaborator needs.
- Travel: Identify and book domestic and international travel (including visa applications), including flights, hotels, and cars, ensuring that travel arrangements align with bp travel policies; also require supporting the team if travel requirements emerge while traveling.
- Expenses: Assist in handling expense reports using Concur and processing invoices via Ariba.
- Event/Team off sites/Leadership meetings: Organize global meetings, ensuring that the logistical arrangements are in place including invitations, venue bookings, catering, video/teleconference facilities, materials, etc.
- Technology/Systems Management: Ensure the LT gets timely technological support, as needed. Also handle joiner/mover/leaver process through Access system manager.
- General Administration: Act as first point of contact, often in the absence of supervision. Maintain electronic and paper filing systems, relevant SharePoint, distribution lists, absence records and working from home days. Add entries to gift & entertainment register.
- Preparation of documents and correspondence: As needed, collate agendas and pre-reads for meetings; and format Power Point presentations and documents to provide a clear, professional and branded feel. Provide written and verbal correspondence to internal and external contacts in a courteous, effective, and timely manner.
- P&C support: help to Talent/P&C teams to coordinate recruitment processes with TSI leaders, including preparation of interview schedules and logistics, or any supporting events.
- Onboarding: Provide support to new joiners on the team, helping to order technology and to ensure new hires are ready to commence work from day 1. This may extend to assisting the TSI onboarding team to coordinate meetings, organizing desk spaces, inductions etc.
- Subsurface Admin team support: From time to time, work with the global administration team to assist with delivery special projects and / or complete any backlog of work, or provide coverage for colleagues on annual leave et al.
Essential Experience And Skills For The Role Include
- Professional communication skills, intelligent diary management, and the ability to communicate with a range of internal and external leadership collaborators or bp functions in a prompt and friendly manner.
- High attention to detail, efficiency and quality of work,
- Demonstrate adaptability in a dynamic work environment, and the ability to work independently and take initiative to alleviate administration burdens for collaborators and professionally represent the GSS TSI team.
- Proactive problem solving, including the ability to anticipate needs and challenges and find solutions.
- Strong teammate who collaborates effectively with colleagues demonstrate the willingness to support wider team where necessary and guide them on office policies/requirements.
- Strong time management, including ability to handle multiple tasks and re-prioritize based on urgent needs, and quickly adapt to change, with clear, timely communication to team members and collaborators.
- Excellent judgment and ability to discretely handle confidential/critical information.
- Willingness to be available/ flexible for to work non standard working hours (with notice) if required to meet global business meetings or travel schedules.
Essential Experience And Job Requirements
Values and Behaviours
- Safety First: Champion a culture of safety and operational integrity.
- Respect & Inclusion: Foster different perspectives and inclusive collaboration.
- Excellence: Drive high performance and continuous improvement.
- Courage: Adopt an attitude of continuous improvement and challenge the status quo to drive efficiency and value for the team.
- One Team: Collaborate across internal collaborators and functions to deliver for the team.
Technical / Role-specific Competencies
- Familiarity with Microsoft office suite (Excel, Word and PowerPoint, and Teams (for video calls and document management); Concur and Ariba for travel booking and invoicing/expense systems.
- Ability to continue to learn/develop digital skills to help drive efficiency in streamlining administration tasks.
- Experience working in a fast paced, global business working with senior team members or functions across multiple time zones.
Why join bp
At bp, we support our people to learn and grow in a diverse and challenging environment. We believe that our team is strengthened by diversity. We are committed to fostering an inclusive environment in which everyone is respected and treated fairly.There are many aspects of our employees’ lives that are meaningful, so we offer benefits to enable your work to fit with your life. These benefits can include flexible working options, a generous paid parental leave policy, and excellent retirement benefits, among others!We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
