Administrative Coordinator

Company:
INEOS Oligomers

Location

Chocolate Bayou, Alvin, TX - USA
Grade

H30, Non-Exempt
63,000 - 70,000

Commensurate with experience

Organizational context and job purpose

Organizational Context:

Oligomers business is executing an aggressive organic growth strategy in 3 out of its 4 product lines. The Chocolate Bayou site will be the new center of gravity of the LAO (Linear Alpha Olefins) and PAO (Poly Alpha Olefins) growth, with a Capex plan adding up to 798 $m over the next 3 years. The new site capacity will encompass two world scale units adding up to 540 Kta and making it the largest Oligomers site worldwide. Oligomers is one of the largest merchant suppliers of (LAO), which are used as comonomers in polyethylene manufacture as well as in surfactants, lubricants and oil drilling fluids. Our technology is unique as compared to all other competitor's LAO processes, with significant advantages in terms of product distribution and market value of said product distribution.


Purpose of the job:

At OCB, the Administrative Coordinator will have responsibilities for operations management support, and managing the operations and logistics document control process. In addition, the position will be responsible for OM and department's calendar management. The position may also be responsible for special projects such as organizing meetings, hosting customers, and office improvements.

The position has extensive interaction with the Oligomers manufacturing, procurement, SHE, and finance teams. The successful candidate will need to have excellent communication skills. The individual is expected to work with minimal supervision.

Environment/Context:

INEOS Oligomers OCB site is located in Chocolate Bayou Facility in Alvin. The work environment at OCB is informal and flexible (casual dress, open door policy, flexible work schedule, 9/80, etc) as well as highly collaborative and collegial. Most work is accomplished through multi-functional and multi-cultural teams in a mutually supportive work climate.

Responsibilities AND Accountabilities

The Administrative Coordinator's roles and responsibilities include but are not limited to:

• Operations and engineering management support including:

o Promote and maintain the company's core values within the 20 Principles Safety Program

o Act as main scheduling point of contact for the operations department and site expert on the scheduling function of SchedulePro.

o Create and run reports in SchedulePro as needed

o Attending monthly administration safety meetings and other site functions.

o Attend weekly staff meetings.

o Take notes in meetings, review meeting notes before submittal.

o Provide clerical support to site management/technical group

o Arrange and organize conference rooms for plant meetings

o Entry of production data into SAP

o Participate in the month end closing cycle

o Preparation of end of month reports

o Preparing presentations and other important documents for management ensuring proper review for grammar and content.

• Training

o Maintain and update technical qualification of Operators.

o Run VTA overdue reports and look ahead reports

o Upload test and assessments in training folders.

o Maintain and update training files.

o Help train and upload procedures into Meridian.

o Process requisitions.

o Process invoices in Esker.

• Procurement support including:

o Help preparing requisitions

o Receiving material

o Process invoices through Esker

o Facilitating the vendor set-up process at the site.

• Project support including

o Organize bids and enter appropriate requisitions

o Process invoices through Esker

o Enter project costs to correct WBS

o Coordinate drawing updates between project engineers and engineering firms

• Accounts Payable support including:

o Preparing and Submitting T&E expenses for department

o Recording appropriate information on the invoices related to operations

o Facilitating the vetting of invoices by responsible personnel at the site.

• Document Control support including:

o Support the site document control process

o Organizing files to support ISO compliance and the site record retention procedure

o Participating in internal and external audits

o Meridian Super User to manage operations documents

o Traction Reporting and Administration for Operations and Maintenance

o Support the Management of Change process and help track the MOC's in-service, approved, and closed.

• Support for Operations New Hire and Training

o Ensure New Hire Checklist is complete

o Ensure Computers / Phone, etc. are available for new hires

o Helping with tracking of Training of Operators and Engineers

• Organize and support department events onsite and offsite

• Tracking of department Action Items

• HR Support including:

o Assist with selection and ordering of supplies and promotional items

o Enter all HR POs and invoices excluding confidential medical and legal related items.

o Responsible for creation of New Hire/Interview packets and other HR documents as needed

o Assist in organizational training and development efforts through scheduling and arranging training sessions, preparing training materials, etc.

o Update HR Sharepoint site as needed

o Maintain plant SUV

o Update user/key log

o Vehicle maintenance, inspections, registration, etc.

o Assist with interview scheduling and confirmations

o Oversee site holiday party planning, site lunches, etc.

o Maintain Organization Charts

o Maintain employee TWIC records and expiration notifications

Skills & Knowledge Required

Level of education & Experience in general

• Education: High school or equivalent.

• Five or more years of experience in an administrative role

• Strong familiarity with Excel required.

• SAP working knowledge required. Ideal backgrounds include: production planning, procurement, and logistics.

Technical skills

• Proficient in use of Microsoft Word, PowerPoint and Excel

• Strong working knowledge of SAP

• Proficient in use of calendar management software

Behavioral skills

• Team player with strong interpersonal skills.

• Able to work with minimal supervision.

• Strong organizational skills; flexible, able to manage multiple tasks and priorities.

• Strong verbal and written communication skills.

• Ability to work with all levels of the organization with ease.

ADA Physical requirements, visual acuity requirements and environmental conditions

While performing the duties of this job, the employee is regularly required to sit and perform tasks requiring repetitive use of hands. The employee must occasionally walk, stand and travel by car, airplane or other means. Exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Employee must have the ability to see written documents, computer screens and to adjust focus.

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make discriminations in sound.

Work Environment: This job is performed mainly in a temperature controlled office environment.

Our culture is one of honesty and integrity with an emphasis on safety, health and environmental performance. On our team, people are acknowledged for embracing new practices that help create real value for customers.