Administrative Assistant ($20.00 – 23.00 per hour | Full-Time) JOB 1727

Responsible for administrative duties involving the inventory control and tracking of materials with the use of the GOLD system for Oxy within the Tuboscope facility.Tuboscope facilities support oil and gas operations by providing inspection, coating, and maintenance services for tubular products. These operations depend heavily on the availability of materials, tools, consumables, and equipment. Inventory shortages can lead to operational delays, while excess inventory can increase costs and storage risks. Therefore, maintaining optimal inventory levels is essential.

Full job description

• Responsible for administrative duties involving the inventory control and tracking of materials with the use of the GOLD system for Oxy within the Tuboscope facility.

• Pay Range:
  • $20.00 – 23.00 per hour

Overview of Inventory Control in Tuboscope Operations

Tuboscope facilities support oil and gas operations by providing inspection, coating, and maintenance services for tubular products. These operations depend heavily on the availability of materials, tools, consumables, and equipment. Inventory shortages can lead to operational delays, while excess inventory can increase costs and storage risks. Therefore, maintaining optimal inventory levels is essential.

Administrative personnel responsible for inventory control serve as the backbone of this process. Their role ensures that all materials entering, moving within, or exiting the facility are accurately recorded, tracked, and reported. Through disciplined inventory practices and the effective use of the GOLD system, these professionals help maintain operational continuity and financial integrity.

The Role of the GOLD System in Inventory Management

The GOLD system is a centralized inventory and asset management platform used by Oxy to track materials, supplies, and equipment across facilities. Within the Tuboscope environment, the GOLD system functions as the primary tool for recording inventory transactions, monitoring stock levels, and generating reports for internal and external stakeholders.

Administrative duties involving the GOLD system include data entry, validation, reconciliation, and reporting. Each transaction—whether it is receiving new materials, issuing items to operations, transferring inventory, or returning unused supplies—must be accurately logged in the system. This ensures real-time visibility of inventory status and supports informed decision-making by supervisors and management.

Receiving and Recording Materials

One of the core responsibilities in inventory administration is overseeing the receipt of materials delivered to the Tuboscope facility. This process begins with verifying incoming shipments against purchase orders and delivery documentation. Administrative personnel ensure that quantities, descriptions, and specifications match what was ordered.

Once verified, materials are entered into the GOLD system, assigned appropriate inventory codes, and recorded with accurate quantities and locations. Any discrepancies, damages, or shortages are documented and communicated to procurement or management for resolution. This meticulous process prevents errors from entering the system and protects the integrity of inventory records.

Tracking and Issuing Inventory

After materials are received and stored, inventory must be tracked throughout its lifecycle within the facility. Administrative staff monitor stock movement as items are issued to production teams, maintenance crews, or inspection departments. Each issue transaction is recorded in the GOLD system, ensuring traceability and accountability.

This tracking function is particularly important in a Tuboscope facility, where materials may include high-value components, specialized tools, or regulated items. Accurate tracking helps prevent loss, misuse, or unauthorized removal of inventory. It also supports operational planning by providing visibility into material consumption trends.

Inventory Reconciliation and Cycle Counts

Maintaining accurate inventory records requires regular reconciliation between physical stock and system data. Administrative personnel are responsible for conducting or coordinating periodic cycle counts and physical inventories. These counts help identify discrepancies caused by data entry errors, unrecorded transactions, or operational variances.

Discrepancies are investigated, documented, and corrected within the GOLD system according to established procedures. This process ensures compliance with company policies and audit requirements. Accurate reconciliation not only supports financial reporting but also builds confidence in the reliability of inventory data used by operations and management.

Reporting and Documentation

Another critical aspect of administrative inventory duties is reporting. Using the GOLD system, administrative staff generate reports related to inventory levels, usage rates, reorder points, and valuation. These reports support operational planning, budgeting, and procurement decisions.

In addition, documentation related to inventory transactions must be properly maintained. This includes receiving records, issue logs, adjustment forms, and audit trails. Clear and organized documentation ensures transparency and facilitates internal reviews, external audits, and compliance with company and regulatory standards.

Supporting Cost Control and Efficiency

Effective inventory control directly impacts cost management within the Tuboscope facility. By accurately tracking materials and monitoring usage patterns, administrative personnel help prevent over-ordering, reduce waste, and minimize emergency purchases. Maintaining optimal inventory levels ensures that capital is not unnecessarily tied up in excess stock.

The GOLD system provides data that can be analyzed to identify trends, such as high-consumption items or slow-moving inventory. Administrative staff play a key role in interpreting this data and communicating insights to management. These efforts contribute to continuous improvement initiatives and overall operational efficiency.

Collaboration with Operations and Procurement

Inventory administration does not operate in isolation. Success depends on close collaboration with operations, maintenance, procurement, and management teams. Administrative personnel act as a communication bridge, ensuring that material requirements from operations are aligned with procurement activities.

By providing accurate inventory data through the GOLD system, administrative staff help procurement teams plan timely reorders and negotiate better supplier terms. They also support operations by ensuring materials are available when needed, reducing downtime and improving productivity within the Tuboscope facility.

Compliance, Accuracy, and Accountability

Working with Oxy systems and within Tuboscope facilities requires strict adherence to company policies, safety standards, and compliance requirements. Administrative personnel responsible for inventory control must ensure that all transactions are conducted in accordance with established procedures.

Accuracy is paramount. Even small errors in data entry or tracking can have significant operational and financial consequences. Attention to detail, consistency, and accountability are essential qualities for professionals in this role. The GOLD system supports these requirements by providing structured processes, access controls, and audit trails.