Document Control Specialist

Company:

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, Polyethylene 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 Document Control Specialist is responsible for ensuring all operations and quality records and documents are collected, audited, maintained, controlled, distributed, archived, and accessible to all personnel per INEOS Oxide US standards and guidelines. The incumbent acts as a gatekeeper for the process to receive, organize, store, and manage both electronic and hard copy files while ensuring receipt to appropriate locations and electronic document management systems. GMP responsibilities include but are not limited to final review and auditing of batch records for completeness and good documentation practices, and batch record filing, and retention management.

Accountabilities of the job

SHE

• Maintain and control the safe and efficient operation of the production unit and safe execution of all job responsibilities using established operating disciplines and procedures.

• Ensure safety and environmental compliance is achieved. 

• Understand and lead by example for all safety and environmental programs. 

• Maintain safety as the highest priority of the plant. 

• Maintain the 20 Principles of Safety 

• Conduct routine AsCare tours and participate in Quality or Safety audits. 

• Adhere to and uphold all safety policies and standards. 

Document Control

• Provide daily administrative support to associated levels of the organization. 

• Perform daily Document Control and Reporting for Production, Operations, Logistics, Quality, and The Dow Chemical Company including:

  • Production Round Sheets

  • Sample Round Sheets

  • GMP Batch Records

  • Loading Documentation

  • Product Rerun Documentation

  • GMP Analytical records

• Maintain records and documentation, updates logs and databases, verifies document accuracy, archives historical data, manages and distributes controlled documents, tracks document revisions and approvals, audits document compliance, labels, and indexes files, and secures confidential information.

  • Assemble EOA Bath record review(s) for good documentation practices as defined by GMP.

  • Assemble PEG Bath record review(s) for good documentation practices as defined by GMP.

  • Develop and maintain indexes and locations of documents while maintaining processes and/or procedures for retrieval as needed.

  • Manage lab records to library and retention/destruction periods.

  • Manage retention/disposal of PEG, GE, and EOA batch records as per defined record retention policy.

  • Maintain onsite filing and work with third party vendor for offsite storage of documentation in compliance with retention requirements.

  • Create, update, and/or modify equipment files, folders, and document properties.

  • Assist with coordination, tracking, and review Operating Procedures

  • Monthly audits for INEOS and Dow batch records to track and report findings to management team.

• Serve as a Subject Matter Expert for Document Control

• Conduct good documentation practice audits on quality batch records as required by GMP.

Information, Data, and File Management

• Ensure all records and documents are collected, maintained, distributed, and accessible to all personnel per INEOS Oxide standards and guidelines.

• Ensure approved new//revised procedures placed online in the current controlled documentation management system (OD drive)

• Record retention policy compliance -remove obsolete documentation from distribution and circulation.

• Maintain and manage database of all filed documentation to ensure fast and accurate retrieval of documents.

• Track and coordinate offsite data/file storage.

• Scan, migrate, and store hard copy files to electronic files.

• Assist personnel with document searches as needed.

• Facilitate documentation quality services between all parties.

• Timely and accurately log all Quality Message non-conformances into the relevant electronic database.

Administrative

• Reconcile and track overtime.

• Assist with scheduling, communicating, and tracking quality procedure reviews, when required.

• Lead efforts and scheduling of the following:

  • Lunch & Learns

  • Special Events

  • Visitor site visits

• Maintain Monthly Production & Raw Material reporting.

• Headcount accountability coordinator for site emergencies and drills

• Obtain and maintain hurricane supplies (and other special events)

• Track rental truck trailers onsite to minimize rental costs.

• Provide Office Management, including but not limited to the following:

  • Conference Room Management

  • External visitors

  • Vacation Calendars

  • Purchase Requisitions for Production, Quality, Maintenance

  • Signs and displays contain accurate and up to date information.

  • Track and communicate hazard recognition.

  • Maintain nameplates for offices and accountability boards.

  • Creation of operator training binders for use in each operator’s training

  • Maintain document library organization, filing and retention.

  • Scanning and filing of all daily files not specifically listed but located in the Document Controller filing directory.

  • Maintain the daily, weekly, monthly tracking file system to verify all reports, round sheets and inspections have been completed as required. Coordinate obtaining any needed information.

  • Maintain the Document Control how-to job manual for all Document Controller tasks.

• Provide other tasks and projects as assigned by Management.

Environment/Context

Internal Factors:

• Collection, maintenance, and distribution of all documents necessary to define successful project execution and control manufacturing processes that ensure conformance; development and maintenance of comprehensive filing system and computer database for all document retention in document control center while managing an efficient operation to ensure all users have the current revision accessible

• Within Department: Work within production and quality department communicating pertinent information effectively, while providing safe, precise, accurate and timely execution of assigned responsibilities supporting the production processes. Keep manager informed of any issues or barriers.

• Other Departments:  Work with other INEOS departments communicating pertinent information effectively as needed.

• Colleagues:  Work with other co-workers demonstrating a team environment supporting all production positions

• Antwerp/UK/BCO:  Work with colleagues in Antwerp, UK and BCO communicating all relative information needed for their positions that are impacted by INEOS Oxide.

External Factors:

Coordination of the off-site document storage management and tracking through procured vendor

• Third Parties:  Communicate and provide necessary information and support to vendors as assigned and requested.

• Dow: Work with Dow to communicate relevant information needed for their company that INEOS is responsible for maintaining and distributing.

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.

• 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 subject to noise:  There is sufficient noise to cause the worker to shout to be heard above the ambient noise level.

• The worker is subject to hazards:  Includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, exposure to high heat or exposure to chemicals.

• The worker is subject to atmospheric conditions:  One or more of the following conditions that affect the respiratory system or the skin:  fumes, Odors, dusts, mists, gases, or poor ventilation.

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.

• The 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 make discriminations in sound.

Required education, experience, skills, and competencies

Level of education & Experience in general

• High School diploma or equivalent required

• Additional education preferred but not required

• Minimum of 2 years of administrative and/or clerical experience

Technical skills

• Proficient computer skills with knowledge of MS Office (Outlook, Word, PowerPoint, Excel)

• Knowledge of SAP and SharePoint functionalities. 

• Strong organizational skills with an ability to manage multiple tasks, priorities, and deadlines. This includes regular and irregular/special tasks. 

• Proficient user of Electronic Document Management System

• Proficient use of scanner, copier, and printer equipment

• Ability to work with minimal and limited supervision.

• Familiarity with plant mechanical equipment helpful

• Demonstrated ability to efficiently and accurately manage all aspects of a project life cycle, tracking, managing, and communicating project status.

Behavioral Skills

• Strong communication skills, both oral and written.

• Team player with strong interpersonal skills.

• Must exhibit a high level of accuracy and consistency in performing repetitive tasks.

• Must possess keen attention to detail to ensure accuracy.

• Must demonstrate reliability in adhering to established procedures and ensuring compliance with document standards.

• Capability to multi-task and balance heavy demands and shifting priorities.

• Highly ethical, adaptable, with strong organizational skills

• Driven, self-motivated individual.

Equal Employment Opportunity Statement
INEOS Oxide is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, or protected veteran status. We strive to ensure equal opportunity for all employees and applicants and make hiring decisions based on qualifications, merit, and business needs.

E-Verify

INEOS Oxide participates in E-Verify. E-Verify is a system that allows employers to verify the employment eligibility of their employees in the U.S. All new hires at INEOS will be required to confirm their identity and employment authorization through E-Verify.

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.