Information Management Coordinator

INEOS•Pasadena, TX

2d•Onsite

About The Position

The purpose of this position is to properly manage the systematic control of the organization’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.

Requirements

High School diploma or equivalent required
Significant experience in document control and records system management in a chemical or equivalent facility required
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
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
Ability to climb ladders and stairs.
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.

Nice To Haves

Associate’s or Bachelor’s degree preferred

Responsibilities

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
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
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
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
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
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