Onboarding and Administrative Specialist

INEOS Energy is the energy division of INEOS. We produce and trade oil, gas, power, liquefied natural gas (LNG) and carbon credits. Operating across the Danish and UK North Sea with offshore oil and gas assets, onshore assets in South Texas, US and a recently acquired portfolio in the deepwater of the Gulf of America. This is supported by our investments and projects in low carbon technologies, which will help sustain our business through the energy transition. Direct examples of these areas are ‘Project Greensand’, our pioneering carbon storage project in the Danish North Sea and our investment in HydrogenOne Capital.

The key focus for INEOS Energy Trading US (IETUS) is a single face to market ensuring stable, reliable market access and fair market values amongst all commodities while also pursuing value-adding growth and opportunities.

About the job

Job Title: Onboarding and Administrative Specialist

Summary of Position

IETUS is looking for a highly self-motivated and energetic new member of the team to lead and facilitate the onboarding of customers, vendors and new employees while also assisting in creating and maintaining an efficient and organized office. We are a newly formed small team that is growing our presence in the market while setting the foundation for the INEOS Energy Trading Houston footprint.

Primary Job Responsibilities

Customer & Vendor Management:

• Oversee the Know Your Customer (KYC) onboarding process, including the setup of INEOS as a clearing counterparty and onboarding other counterparties clearing through INEOS

• Primary contact for the customer providing solutions to issues arising during the onboarding process

• Checking in and following through from beginning to end during the KYC process

• Coordinate bank detail verification calls with new vendors and customers and submit verification requests to Procurement as needed

• Assist in managing and organizing customer databaseCoordinate the setup of new vendors, working closely with the Diligence Department to ensure compliance and accuracy in the system and maintain ongoing relationships with Houston-based vendors

• Distribute monthly invoices, ensure accurate recordkeeping, and confirm receipt and agreement with counterparties

• Track and verify incoming invoices, manage related documentation, and ensure accurate review before submission to the Accounts Payable department

• Assist in any additional customer or vendor management required

Office Administrator & Employee Engagement:

• Manage all aspects of the office collaborating with IT, building management, and third-party vendors to ensure safe and smooth operations

• Monitor and maintain office supplies, ensuring availability of materials and refreshments for breaks

• Manage the office maintenance work order system to ensure prompt and efficient resolution of facility-related issues

• Organize logistics for office visitors, including meeting scheduling, parking validation, and badge distribution

• Point contact for building safety and notifications with distribution to the team

• Provide general administrative assistance, including form completion, conference room reservations, and contract summaries

• Coordinate conference room bookings and manage multiple calendars, scheduling meetings across various time zones

• Handle restaurant bookings, guest lists, reservations, and organize in-office catering or lunch arrangements for staff and guests

• Assist the team with travel arrangements, including flight bookings, hotel reservations, and calendar invitations

• Bridge the gap between INEOS Energy Trading London and the US for travel and organization of meetings

• Maintain common areas, including keeping the kitchen and conference rooms clean, restocking the fridges with beverages, and ensuring the office is free of safety hazards

• Assist new hires with badge activation, parking setup, completion of onboarding forms, and enrollment in mandatory training programs

• Lead initiatives to enhance the structure, organization, and accessibility of contract and working document filing systems

• Help facilitate, organize and participate in employee activities both during and after office hours

• Identify areas of efficiencies, optimizations and cost savings for the office

• Assist in any additional office administration or employee engagement that is required

Education & Experience:

• High school diploma or GED is a requirement; Bachelor’s degree is a plus

• 3+ years of professional customer service or sales experience preferred, in-office administrative experience is a plus

Skills & Knowledge

• Organizational skills

• Customer service focused

• Ability to multi-task

Preferred Software Experience

• Proficient in Microsoft Office, specifically: Word, PowerPoint, Excel, Teams and SharePoint

• Willingness to learn customer relationship tools

Behavioral skills

• Prioritizes health, safety and wellbeing of themselves and the people around them

• Maintain confidentiality, act with integrity and uphold ethical standards

• Strong organizational skills with the ability to manage time effectively and prioritize tasks, maintain records, and use organizational tools to keep track of information and schedules

• Strong communicator both written and verbal clearly conveying information and listening to understand needs and concerns

• Problem-solver and identify issues, analyze them and develop effective solutions

• Attention to detail ensuring accuracy in tasks and overall efficiency

• Adaptability to adjust with changing priorities in a growing, fast-paced environment

• Ability to navigate sensitive situations and maintain professionalism

• Bring a positive influence to the workplace

Travel & Additional Requirements:

• Work Location: 9805 Katy Freeway, Suite 675 Houston, TX 77024.

• Travel as needed.

• INEOS is a drug free workplace. All offers to successful candidates will be subject to successful background check and drug screen.

Relocation:

Preferential treatment will be granted to candidates residing in the Houston metropolitan area.

Work Authorization:

INEOS Energy Petroleum USA Inc. is not currently sponsoring employment visas for this position.

Compensation & Benefits

INEOS Energy Petroleum USA Inc. offers a competitive compensation and benefits package. This role will be exempt, and compensation includes both an annual salary and incentive compensation schemes. The benefits package includes healthcare, dental, and vision insurance for employees and eligible dependents. INEOS also offers several other wellness, financial, and work/lifestyle-specific benefits. 401(k) retirement has both an automatic 6% company contribution and a match of up to an additional 6% of eligible compensation. We offer generous paid time off that includes both sick and vacation which is based on and increases, with industry experience.