Information Management Coordinator

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, 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 theorganization’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 

Employees 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 discrimination in sound.  

PERFORMANCE INDICATORS 

Measurement and success along with improvements will be monitored by the Manager. Following are the Primary Key Performance Indicators for this position:  

• Files and systems are accurate and evergreen 

• Records are disposed of lawfully and efficiently and in accordance with the records retention policy 

• Record management training, policy, and procedures are accurate and followed 

• Document control software functions as needed  

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.