OxyChem Administrative Coordinator

Oxychem Corporation•Cincinnati, OH

5d•Onsite

About The Position

OxyChem is seeking an Administrative Coordinator to provide administrative support for the Cincinnati Plant. This role involves responsibilities in HESS, Rail and Truck Logistics, Inventory, Reporting, HR, Purchasing, Receiving, and Invoice Approval. The Administrative Coordinator will also fulfill other assigned roles to support the site and is eligible for the Alternative Work Schedule. This position is part of a fast-paced industry that demands precision, and OxyChem offers a supportive workplace where employee safety and well-being are paramount, with competitive pay, benefits, and career development opportunities.

Requirements

High School graduate or GED required.
Proficient in Microsoft Suites (Outlook, Excel, Word, PowerPoint, and Access).
Strong organizational skills with ability to work independently and prioritize multiple tasks with competing deadlines.
Ability to maintain confidentiality in all aspects of the job.
Computer skills include all Microsoft systems, Teams, SAP, web page creation and maintenance, and influential skills for facilitating teams.
Must keep all sensitive and personal issues confidential.

Nice To Haves

Associates Administrative Degree or 5 years HR/administrative experience.

Responsibilities

Provide administrative support for the Plant Manager, Site Leadership Team, and HR Manager.
Act as a member of the Leadership Team and support initiatives of the team and site.
Maintain relationships with all plant personnel.
Complete assigned tasks independently, on time, with little to no oversight.
Learn and apply new job-related skills, communicating, teamwork, and critical thinking.
Be proactive in completing tasks and responsibilities.
Maintain site metrics, SAP, data entry, and files in an audit-ready state.
Assist with timely submission of regulatory filings and payment of associated regulatory fees.
Act as site ISO Document Custodian.
Develop, update, maintain, and communicate HESS and Quality metrics, including Excel files, Word files, Presentations, Power BI, and SharePoint.
Manage organization and security permissions for file share.
Manage the badging system and gate access.
Provide contractor safety training as needed.
Maintain and track training and qualifications of employees.
Provide LMS support to the site, including updating LMS, providing weekly metrics, creating and updating training modules, and updating training plans.
Develop training material as needed for the site.
Schedule training classes, monthly safety meetings, safety committee meetings, and contractor safety meetings.
Schedule yearly tabletop exercises and drills.
Document planned inspections, distribute action items, and track them to completion.
Order safety supplies and manage inventory.
Order sample supplies and manage inventory.
Actively support plant and corporate HESS safety programs, objectives, and expectations.
Complete 1 Job Field Observation every quarter.
Co-administer the Workday recruiting system for the Cincinnati Plant, including requisition development and tracking job/candidate status.
Assist in the employment process, including scheduling, testing, interviewing, and onboarding.
Track metrics for headcount, attendance, and overtime.
Create and maintain confidential HR personnel files for active, retired, and terminated employees.
Generate and/or maintain records regarding personnel changes through Workday.
Maintain, track, and submit absence, vacation, overtime, and other weekly and monthly reports.
Develop and send the monthly HR Corporate Report.
Navigate in Workday and create, revise, and run queries.
Manage employee STD, FMLA, ADA, and LTD.
Serve as the focal point for the Service Award program.
Assist employees and approvers with payroll process and monitor for accuracy.
Coordinate with payroll to resolve pay issues.
Coordinate with payroll and medical as needed for worker’s compensation issues.
Facilitate and manage celebration and recognition activities for the Site.
Coordinate yearly community outreach activities.
Coordinate charitable and community contributions budgeting and administration of funds and associated reports.
Assist Process Supervisor, Divisional Engineer, and Maintenance Manager to ensure Standard Operating Procedures are accurate.
Coordinate and develop training materials and procedures for the site.
Develop and maintain a template for each role (Administrative and Operations).
Incorporate input from production technicians and supervisors into training program development and improvement.
Coordinate new hire orientations for operators and craft employees.
Develop, organize, and maintain training documentation.
Coordinate Site Training Records Management compliance.
Train and coach people to effectively share, use, and manage information and knowledge.
Assist with creating, coordinating, and facilitating HESS training.
Act as a liaison from the shipping department to corporate.
Be a point of contact for the plant.
Complete and send out the Daily Switch List.
Update the railroad portal.
Send out the “Daily Truck Update Schedule” and “Daily Railcar and Order Status” email.
Order Sand, Soda Ash, and Caustic in SAP.
Receive Sand, Soda Ash, and Caustic in SAP.
Review and sign off on Sand and Soda Ash COA’s.
Receive parts in SAP.
Write purchase requisitions and manage POs.
Handle railroad issues and act as the site representative to truck ops and the railroad.
Order office supplies.
Make drum labels, tank car and railcar tags.
Order sample bottle labels.
Collect data and file CORE4, MyCORE4, Field Evaluations, Key Procedure Evaluations, and Critical Inspections.
Report completion status to supervisor.
Approve invoices.
Review demurrage charges and railroad invoices monthly with Rail Ops.
Manage the Janitorial staff and Grounds Crew.
Assist with audit preparation and participation.
Manage the Cincinnati Links, Cincinnati Teams, and SharePoint Sites.
Manage the paper filing system and record retention room.
Support for Engineering file systems, including project, equipment, drawing files, and databases.
Update the monthly Critical Success Factors excel document and email it out by the 15th of every month.
Provide general document support, formatting, PDF conversions, etc., for the Site.
Create, provide, and update communications to the plant using site boards and e-mail.
Maintain area postings for compliance with OCC and governmental requirements.
Maintain global e-mail distribution lists and site contact lists.
Maintain the Functional Location, HR, Payroll, Employee Activities, and R&R web pages.
Assist in maintaining other site web pages.
Maintain the office areas to a high level of presentation and ensure they are visitor-ready.
Create and submit check requests as needed for the site.
Attend daily morning meetings.
Run month-end close.
Facilitate review of all operating and maintenance procedures and make updates.
Develop, organize, and maintain document management for file share and paper copies.
Coordinate Site Records Management compliance.
Facilitate and enforce process/standards/guidelines for site documentation.
Facilitate periodic document content review to ensure currency, accuracy, and audience fit, and to determine updates or additions.
Maintain and audit posted records in offices, control, and lab.
Provide site support for technical questions on computer applications and software.
Provide site support for business meetings and luncheons.
Maintain office and copier/printer supplies.
Maintain annual non-maintenance purchase requisitions and orders in SAP.
Schedule UPS and/or Fed-Ex shipments.
Actively support and participate in continuous improvement programs.
Work with others in a self-directed workforce environment.
Perform other related duties to meet the ongoing needs of the organization.
Support the Food Safety Program and Quality Program.
Adhere to FDA requirements.