Administrative Coordinator

OxyChem•Cincinnati, OH

4d•Onsite

About The Position

At OxyChem, our chemistry makes modern life possible, and it is our people who make the difference. We are a safety-first, purpose-driven team committed to innovation, environmental responsibility, and doing things the right way. If you are ready to contribute, elevate your skills, and take ownership of your career, OxyChem offers the opportunity to make a difference every day. OxyChem, a Berkshire Hathaway company, is a leading producer of essential chemistry with operations in the U.S., Canada and Latin America. OxyChem’s products play an essential role in everyday life, supporting critical applications in water treatment, pharmaceuticals, healthcare, manufacturing, automotive, personal hygiene, and residential and commercial construction. OxyChem actively participates in the Occupational Safety and Health Administration Voluntary Protection Program, underscoring our commitment to safety. Headquartered in Dallas, Texas, OxyChem is a top three U.S. manufacturer of polyvinyl chloride, chlor-alkali and chlorinated organic chemicals, and calcium chloride. Visit oxychem.com for more information. In a fast-paced industry that demands precision, we create a supportive workplace where the safety and well-being of our employees are paramount. We are committed to rewarding top performers, offering very competitive pay and benefits, and providing tremendous career development opportunities. Primary Function This position’s primary job function is to provide administrative support for the Cincinnati Plant. This includes responsibilities in but not limited to; HESS, Rail and Truck Logistics, Inventory, Reporting, HR, Purchasing, Receiving, and Invoice Approval. The Admin Coordinator is also responsible for fulfilling other roles that may be assigned to support the site. This position is eligible for the Alternative Work Schedule. Essential Functions Be a leader in supporting Cincinnati Values and Guiding Principles. Provide administrative support for the Plant Manager, Site Leadership Team, and HR Manager. Is a member of the Leadership Team and supports initiatives of the team and site. Confidentiality is a must. Maintain relationships with all plant personnel. Able to independently complete assigned tasks on time with little to no oversite or reminder. New tasks may require a level of learning, communicating, teamwork, and critical thinking. Be proactive in completing tasks and the responsibilities below. Provide attention to detail and dedication to work. Able to independently learn and apply new job-related skills to ensure quality outcomes. Maintain the site metrics, SAP, data entry, and files in an audit ready state.

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.
Must be able to effectively perform multiple tasks and prioritize workload.

Nice To Haves

Prefer Associates Administrative Degree or 5 years HR/administrative experience.

Responsibilities

Provide administrative support for the Plant Manager, Site Leadership Team, and HR Manager.
Maintain relationships with all plant personnel.
Independently complete assigned tasks on time with little to no oversite or reminder.
Assist with timely submission of regulatory filings and payment of associated regulatory fees.
Acts as site ISO Document Custodian.
Develops, updates, maintains, and communicates HESS and Quality metrics. This includes the Excel files, Word files, Presentations, Power Bi, and SharePoint.
Responsible for the organization and security permissions for file share.
Responsible for 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. This includes updating LMS, providing weekly metrics, creating and updating training modules in LMS, and updating training plans for individuals or groups.
Develop training material as needed for the site.
Schedule training classes, monthly safety meetings, safety committee meetings, contractor safety meetings.
Schedule yearly tabletop exercises and drills.
Write down and capture pictures for planned inspections. Distribute the action items to the correct people. Track the action items until completion. File the planned inspections.
Order safety supplies and manage the inventory.
Order sample supplies and manage the inventory.
Actively support plant and corporate HESS safety programs, objectives, and expectations.
Complete 1 Job Field Observation every quarter.
Co-administrator of Workday recruiting system for the Cincinnati Plant, including development of requisitions, tracking status of open jobs and candidate status.
Assist in employment process including but not limited to scheduling, testing, interviewing, and onboarding.
Metrics for including but not limited to; headcount, attendance, and overtime.
Create and maintain confidential HR personnel files for active, retired, and terminated employees.
Generates and/or maintains records regarding personnel changes including hiring, pay changes, promotions, transfers, retirements, and terminations through Workday.
Maintains, tracks, and submits absence, vacation, overtime, and other weekly and monthly reports for site leadership.
Develop and send the monthly HR Corporate Report to the HR Manager and Plant Manager.
Able to navigate in Workday and create, revise, and run queries.
Responsible for managing employee STD, FMLA, ADA, and LTD.
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 that may arise with hourly and salaried employees.
Coordinate with payroll and medical as needed when worker’s compensation issues arise.
Facilitate and Manage Celebration and recognition activities for the Site.
Coordinate the 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 that 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 the development and improvement of the training program.
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.
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. Be 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 the demurrage charges and railroad invoices monthly with Rail Ops.
Manage the Janitorial staff, Grounds Crew.
Audit prep and participation.
Responsible for the Cincinnati Links, Cincinnati Teams, SharePoint Sites.
Responsible for the paper filing system and record retention room. Maintain files in an audit ready state.
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.
General document support, formatting, pdf conversions, etc. for the Site.
Create, provide, and update communications to the plant using the 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 the R&R web pages. Assist in maintaining other site web pages.
Maintain the office areas to a high level of presentation. Ensure the areas are presented in a visitor ready state.
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 document content review periodically 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.
Must be able to 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.
Adheres to FDA requirements.