Document Control Administrator

Company:

Interested in joining a winning team? A team whose employees are empowered to make a difference?

The Olefins & Polymers USA division of INEOS is one of the largest producers of olefins and polyolefins in North America. From its manufacturing locations at Chocolate Bayou and the Battleground Manufacturing Complex, it is a merchant marketer of butadiene, ethylene, polypropylene and high-density polyethylene with annual revenue of over $4b.

The Chocolate Bayou Site is located in Southeastern Texas about 40 miles South of Houston and consists of two Olefins units that produce approximately 3bn pounds/year of ethylene, 2 Polypropylene units that produce approximately 800m pounds/ year of polypropylene, and the Light Ends storage & transfer facilities at Stratton Ridge.

The Document Control Administrator is responsible for ensuring the efficient operation and systematic control of the organization’s capital records management requirements and facilities and ensuring all record copy documents are up to date and accessible to all site personnel per INEOS standards and guidelines which include both static (Equipment Information) and evergreen (Site Drawings) document types. The role gate keeps the process to receive and organize electronic and hard copy record files and distributes them to the appropriate locations and electronic databases. In addition, the role works closely with Engineering, Capital Projects, Operations, Maintenance, Inspections, SHE-PSIM and Document Control personnel to support project execution/closure and to keep key Process Safety information accessible and in compliance.

This role plays a key part in the site’s digital transformation by integrating modern data and document‑management technologies to improve accessibility, accuracy, and process efficiency. It supports the organization’s growth toward AI‑enabled operations by maintaining high‑quality information systems and preparing records for advanced analytics and machine‑assisted decision‑making. The position collaborates closely with Engineering, Operations, Maintenance, and SHE‑PSM teams to ensure digital workflows and electronic records remain evergreen and compliant. It also contributes to future AI initiatives by helping establish reliable, structured data foundations essential for automation and intelligent insights.

Responsibilities & Accountabilities

Accountability 1:  SHE-PSM Stewardship

• Participate, support and contribute to a positive safety culture in accordance with INEOS 20 Principles, behavioral and process safety
• Support INEOS Process Safety and Integrity Management compliance initiatives and audits
• Maintain timely closure of MOC and PSM action items as assigned

Accountability 2:  Records/System Management

• 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 is accurate and evergreen
• Ensure that records are disposed of lawfully and efficiently and in accordance with organizational deadlines
• Ensure records management training, policy and procedures are accurate and followed
• Ensure security and access issues for record and documents
• Ensure document control software and drawing database function and perform as needed
• Ensure compliance and administration of ACAD 2024

Accountability 3:  Records Information

• Receive, file, store and/or distribute record hard-copy files to the designated storage locations and libraries per INEOS standards and guidelines
• Receive, file, store and/or distribute record electronic files and information to the proper databases, Electronic Drawing Management System Meridian and SAP, per INEOS standards and guidelines
• Utilize Microsoft Office database for Meridian record maintenance
• Coordinate off-site document storage and retention
• Create and update record information procedures as needed on SharePoint
• Train new personnel on Records Information functions
• Assist plant personnel with record documentation searches
• Assign equipment numbers and tag numbers for new or modified assets
• Support migration to electronic files
• Support continuous improvement initiatives such as Six Sigma
• Assist Maintenance with the P07 Relief Device Procedure approval tracking

Accountability 4;  Capital Project Closeout

• Coordinate and assist with project closeout with engineers, accounting, and purchasing
• Perform quality checks on closeout documentation to ensure company and regulatory compliance
• Follow-up on pending closeout documentation
• Provide feedback to management

Accountability 5;  Customer Service

• Manage Engineering File Rooms – files, indexes, retention, etc
• Provide customer support and serve as a document research expert for procedures, document locations, contacts and systems procedures
• Provide training as requested

Accountability 6;  Reproduction/Supply Management

• Manages site’s copy machines/scanners (21), reproduction’s specialty equipment, reproduction requests, and inventory within budget objectives
• Controls inventory for supplies for the Engineering Department and site’s outside printing with budget objectives

Skills & Knowledge required

Level of Education & Experience

At least 3 years of previous administrative assistance and/or clerical experience. High School Diploma or equivalent required.

Technical skills

• Proficient user of Electronic Document Management Systems
• Intermediate Excel skills
• Intermediate Word skills
• Intermediate PDF Exchange and DocuSignskills
• Basic SharePoint skills
• Basic Access skills
• Basic SAP skills for equipment reservation

Preferred (but not required):

• Previous experience with BlueCielo Merdian
• Familiarity with plant mechanical equipment

Behavioural skills

• Strong communication and interpersonal skills
• Strong organizational skills
• Good at conflict resolution
• Strong team player
• Good self-motivator
• Detailed oriented and task-oriented
• Integrity and Trustworthy
• Works with a Customer Focus in mind
• Works with minimal direction and guidance

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.