Document Control Specialist

Company:

INEOS Aromatics

Interested in joining a winning team? A team whose employees share in the ownership of the business and are empowered to make a difference?

This position provides Document Control support to the site and administrative support to the Site Director, the Site Leadership Team, and Infrastructure and Facilities organization.  This position will interact with all teams on the site and external teams as needed.  The Document Control Specialist directly supports the Leadership Team. The successful candidate will have the following abilities:

• Adaptability (to work in an environment where change is prevalent),
• Flexibility (ability to change direction in a seamless manner),
• Professionalism (ability to maintain one’s composure in an ever-changing environment), and
• A proficient working knowledge/use of Microsoft Office computer applications.

Key Accountabilities

• Provide direct administrative and clerical support for Site Director and site Leadership Team.
• Provide general administrative support for TCC site personnel.
• Manage calendar for Site Director.
• Distribute site-wide announcements.
• Make travel arrangements for Leadership Team.
• Maintain Site Director’s files/records.
• Manage administrative cost reporting for Site Director expenses and site expenses.
• Assist with IT issues through coordinating support via helpdesk or on-site desktop support for Site Director and Leadership Team as needed.
• Provide coordination support for special meetings and/or guest visitors.
• Plan & execute site events as requested.
• Assist Site Director with Listening Sessions, Townhalls, etc.
• Attend LT meeting and track actions.
• Serve as Building Monitor.
• Serve on the Incident Management Team.
• Provide backup support for Administrative Assistants and Sr HR Administrator as needed.
• Acting Document Control Officer for site.
• Collect, process and distribute the mail throughout the site (incoming and outgoing), which includes all occupied buildings at the site and maintaining the mailroom and associated equipment.
• Manages the provision of supplies by identifying/ordering needs for the site.
• Maintains vehicle records, vehicle registration/tags, insurance, audits to ensure compliance.
• Support SHE Team with the initiating of all requisitions through the SAP system, including SAP Stock materials.
• Compliance with and promotion of different behavioral and process safety initiatives and measures – supporting 20 INEOS SHE Principles, IGGN’s, SHE KPI’s, risk assessments, etc.  These initiatives are reviewed on yearly appraisals.

Education and Experience:

• High School Degree or the equivalent - required. College preferred
• Minimum 5 year’s administrative experience required.
• Requires experience with document control and computer-based applications (Excel, Word, Web based, etc.).
• Must have excellent communication skills and speak English fluently.

Job Requirements: 

• Expertise with Document Control, MS Office Products (Word, Excel, Power Point, and Project) and other software, i.e SAP, Teams, , etc., ; Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.    
• Supports effectiveness and efficiency of leader and team: Queries and understands requests for leaders and/or team's time; able to prioritize requests in order to support leader and team effectiveness. Proactively requests and prepares materials required prior to meetings so leader/team has necessary information for meetings. Actively supports leader and/or team to maintain time/meeting commitments by actively engaging individuals/teams as required. Appropriately notifies others if leader/calendar time is running over.
• Judgment: Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction; swiftly refers problems/issues to the appropriate person(s) when necessary; works effectively without constant and direct supervision or guidance.
• Proactive Anticipation of Needs: Demonstrates the ability to foresee problems and prevent them by taking action; Utilizes analytical skills and a broad understanding of the business to effectively interpret needs.
• Dealing with Ambiguity: Can effectively cope with change; can shift gears comfortably.
• Drive for Results: Can be counted on to exceed goals successfully; steadfastly pushes self and others for results.
• Integrity and Trust: Is widely trusted; is seen as a direct, truthful individual; keeps confidences; admits mistakes.
• Priority Setting: Spends time and the time of others on what’s important; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
• Quality of Work Output: The quality of work produced in terms of errors, waste and rework required to meet standards.

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.