Laboratory Administrative Specialist II

About this role

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

JOB SUMMARY Job Profile Summary Provides administrative support for laboratory activities and other stakeholders. Coordinates lab-related processes, maintains documentation, and supports data and reporting activities to ensure efficient and compliant lab operations for a petroleum analytical laboratory. Working within a technical and regulated environment, the position partners with laboratory personnel, scientists, and operations teams to support workflow coordination, recordkeeping, and administrative functions.

Compiles, examines or analyzes information and selects best resolutions to complex or moderately complex issues/scope from defined alternatives.  Works under minimal supervision with general instruction on routine work, but more detailed instruction on new projects/assignments.  Work is generally reviewed to ensure completion of objectives.  Uses good judgment to determine objectives of assignments and has authority to use a moderate amount of latitude and make independent decisions regarding selected matters or significance.

Ensures that lab activities are documented accurately, materials and information are organized, and processes align with safety, regulatory, and company standards.

Essential Functions and Responsibilities • Administrative Coordination & Accounting: • Serve as a StarLIMS (internal and external) resource to assist in setting up customers and their projects in LIMS.

• Research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities

• Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs

• Expenditure and budget / forecast tracking.

• Regulatory filings and compliance documentation.

• Performance reporting and audit requests.

• Administer processes for vehicle procurement/registration and Request for Service (RFS) coordination.

• Update and maintain logs, trackers, and databases for compliance, training, and operational data.

• Coordinate travel arrangements for leaders and employees, as needed.

• Answer multi-line telephone system and respond to inquiries from both internal and external customers .

• Coordinate mail/shipping delivery and collection. • Responsible for coordinating office cleaning and maintenance.

• Process Support and Communication:

• Provide guidance to field personnel, internal teams, and external stakeholders on administrative processes

• Handling materials charges and account classifications.

• Maintain folders and shared drives, ensuring proper organization and retention of documentation.

• Serve as a liaison between laboratory operations and headquarters for administrative and compliance-related matters.

• Event and Meeting Coordination:

• Assist with the preparation and coordination of meetings, training sessions, and safety events, including:

• Booking facilities, scheduling, and ordering supplies or catering.

• Preparing presentations and materials.

• Supporting employee onboarding activities.

• Data Management and Reporting:

• Access, retrieve, and maintain information using various systems, including customizing dashboards and templates for reporting purposes.

• Prepare and reconcile data for reporting purposes, including invoices, and budget tracking.

• Order and maintain inventory of office supplies.

• Provide ongoing support for departmental audits and special projects.

• Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.

Education • H.S. Diploma

Work Experience • Experience in use and function of office equipment applicable to position including but not limited to: • Computers

• Calculators (Tested or demonstrated by position)

• Keyboards (Tested or demonstrated by position)

• Two-way radios (Specified by position)

• Facsimile machine

• Document scanners

• Experience and training related to: • Spreadsheet and text software such as Excel, Access database, and Word

• Transmission pipeline system operations and related procedures

• AFE’s, completion reports, and related procedures

• Developing and maintaining file systems

• Budget processes/procedures

• Classification of accounts

• ONE Call procedures

• Experience interpreting, compiling, composing, revising, and/or preparing information such as correspondence and reports; policies and procedures; contracts and agreements; and job orders and completion reports

• 1 - 2 years related work experience /

Knowledge, Skills and Abilities • Knowledge of: Organizational workflows, basic compliance requirements, and operational processes.

• Knowledge of: Standard reporting systems and data entry procedures.

• Knowledge of: Administrative best practices and company policies.

• Ability to: Support the implementation of administrative processes to ensure efficiency and accuracy.

• Ability to: Assist with cross-departmental tasks and support process improvements.

• Ability to: Compile and prepare operational data for reporting purposes.

• Ability to: Communicate effectively with teams and ensure accurate documentation of administrative activities.

• Skills in: Data entry, document management, and basic report preparation.

• Skills in: Intermediate use of office software for data tracking and reporting (e.g., Excel, Word).

• Skills in: Time management, prioritization, and multitasking in a structured environment.

Licenses and Certifications • None required

Strength Factor Rating - Physical Demands/Requirements • Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3

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