Information Management Coordinator

Company: INEOS Oxide Interested in joining a winning team? A team whose employees share in the ownership of the business and are empowered to make a difference? Organizational context and job purpose INEOS Organization :

INEOS is a global manufacturer of petrochemicals, specialty chemicals and oil products. It comprises 15 businesses each with a major chemical company heritage. Its production network spans 65 manufacturing facilities in 16 countries throughout the world. INEOS products make a significant contribution to saving life, improving health and enhancing standards of living for people around the world. Its businesses produce the raw materials that are essential in the manufacture of a wide variety of goods: from paints to plastics, textiles to technology, and medicines to mobile phones - chemicals manufactured by INEOS enhance almost every aspect of modern life.

BUSINESS CONTEXT

Ethylene oxide (EO) is an important building block for the preparation of a wide variety of EO derivatives (EODs), including various surfactants, as well as a host of other chemical intermediates including Glycol Ethers, Polyethlene Glycols, Ethanolamines, and Alkyl Alkanolamines.
INEOS Oxide is one of the world’s leading producers of Ethylene Oxide (EO) and Ethylene Oxide Derivatives (EODs).  We currently have a total EO and EOD capacity of 920 kta spread across five different production units throughout Europe and the US. These units have leading cost economics, due to economies of scale, state-of-the-art technology, strategic locations, etc. Our EO project in the US is targeting the fast-growing merchant EO market, building on our experience and leadership position in Europe.

Purpose of the Job

The purpose of this position is to properly manage the systematic control of the

organization’s project, engineering documents, and records management requirements in order to support Engineering, Maintenance, and Reliability requirements. This position also provides administrative support for the engineering, maintenance, and SHE departments.

The Document Control Coordinator is the responsible gatekeeper to receive and organize both electronic and hard copy files while ensuring receipt to appropriate locations and electronic document management systems and works closely with the engineering department for project work, supporting maintenance and operations.
Responsibilities And Accountabilities
Accountability 1:
Records/System Management
Most important activities:
Provide a records management service to organizational staff and contractors
Ensure that physical and electronic records can be identified and retrieved quickly and easily when needed
Ensure that information in records files and systems are accurate and evergreen
Ensure that records are disposed of lawfully and efficiently and in accordance with the records retention policy
Ensure records management training, policy, and procedures are accurate and followed
Ensure there is proper security and access for records and documents
Ensure document control software (SharePoint) function and perform maintenance as needed
Import and route MOCs as requested

Accountability 2: Capital Project Closeout
Most important activities:
Coordinate and assist with project closeout with engineers, and capital project
Perform quality checks on closeout documentation to ensure company and regulatory compliance
Provide quality control and review of documents submitted by engineering contractors
Perform Goods Receipt for capital invoices
Follow-up on pending closeout documentation
Provide feedback to management

Accountability 3: Customer Service
Most important activities:
Manage Engineering File Room – files, indexes, retention, etc.
Provide customer support and serve as a document research expert for procedures, document locations, contacts, and systems procedures, document locations, contacts, and systems
Provide customer training

Accountability 4: Information Management
Most important activities:
Ensure all records and documents are collected, maintained, distributed, and accessible to all personnel per INEOS Oxide standards and guidelines
Ensure approved new or revised procedures placed online in the current controlled documentation management system (OD drive)
Removal of obsolete documentation from distribution and circulation
Maintain and manage database of all filed documentation to ensure fast and accurate retrieval of documents
Migration of hard copy files to electronic files
Assist personnel with document searches as needed
Facilitate documentation quality services between all parties
Timely and accurately logging of Quality Message non-conformances into the relevant electronic database

Accountability 5: Administrative Support
Most important activities:

M&R Administrative Responsibilities

Act as Building Warden for Maintenance personnel 
Prepare weekly call-out lists and finalize SOPs 
Coordinate logistics for office supplies, nameplates, and new hire setups 
Oversee community engagement activities and participate in special events (e.g., Angel Tree, Thanksgiving)
Fleet management and coordination
 HSEQ & Lab Administrative Responsibilities:

Manage safety shoe programs for the site 
Prepare and deliver certified mail and maintain records for environmental compliance
Coordinate FRC repairs and ERT dinners
Organize new hire expectations for meetings and Safety Calendar Contests
Work with the Environmental department on the mailings for all Environmental submissions
Gather supplies for the group as requested
Skills/Competencies
Level of Education & Experience in general
High School diploma or equivalent required
Associate’s or Bachelor’s degree preferred
Significant experience in document control and records system management in a chemical or equivalent facility required

Technical Skills
Proficient in the use of MS Office (Word, PowerPoint, Excel) and SAP
Proficient user of SharePoint, Electronic Document Management System
Ability to work with minimal and limited supervision
Familiarity with plant mechanical equipment helpful
Demonstrate the ability to manage all aspects of a project life-cycle, tracking, managing and communicating project status
Ability to solve problems

Behavioral Skills
Strong verbal and written communication skills
Team player with strong interpersonal skills
Must possess keen attention to detail to ensure accuracy
Capability to multi-task and balance heavy demands and shifting priorities
Highly ethical, adaptable, with strong organizational skills
Driven, self-motivated individual
ADA Physical requirements, visual acuity requirements and environmental conditions
Outside

Light Work: Exerting 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. Ability to climb ladders and stairs.
The worker is subject to inside environmental conditions:  Protection from weather conditions, but not necessarily from temperature changes.
The worker is subject to outside environmental conditions:  No effective protection from the weather.
The worker is subject to both environmental conditions:  Activities occur inside and outside.
The worker is subject to extreme cold:  Temperatures below 32 degrees F for periods of more than one hour.
The worker is subject to extreme heat:  Temperatures above 100 degrees F for periods of more than one hour.
The worker is not required to wear a respirator.
The worker is not required to don a gas mask.

Inside

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.
Subject to inside environmental conditions:  Protection from weather conditions, but not necessarily from temperature changes