Operations Administrative Assistant

W. R. Grace & Co.•Baltimore, MD

21h•Onsite

About The Position

Grace Global Business Services (GBS) in Manila, Philippines, plays a critical role in supporting the organization’s worldwide operations. For over a decade, GBS has been a trusted partner, delivering expertise in shared services, process excellence, and digital enablement. Our team members support business lines and functions across Grace, including Finance, Human Resources, Information Technology, Procurement, Supply Chain, and more. At GBS, you’ll have the opportunity to make an impact—working alongside global colleagues to help shape the chemical manufacturing industry. You’ll be part of a collaborative, team-oriented culture where safety comes first. We prioritize your well-being by offering competitive benefits and flexible working options that help you thrive. Here, you’ll find meaningful ways to grow your career, whether deepening your expertise in your field or exploring new roles. Built on talent, technology, and trust, Grace is a leading global supplier of catalysts and engineered materials. The company’s two industry-leading business segments—Catalysts Technologies and Materials Technologies—provide innovative products, technologies, and services that enhance the products and processes of our customers around the world. Grace employs approximately 4,300 people in over 30 countries. W. R. Grace is seeking a motivated Administrative Assistant to join our team in a chemical manufacturing environment. In this role, you will safely handle, store, and transport raw materials and finished products using powered industrial trucks (forklifts), perform routine minor equipment maintenance, and maintain essential quality and housekeeping standards. A strong commitment to safety is required, as all employees share responsibility for adhering to site-wide Environment, Health, and Safety (EHS) policies and emergency response procedures.

Requirements

High School Diploma or GED equivalent.
Minimum of 2–3 years of administrative, office management, or operations support experience in an industrial, manufacturing, or shift-based facility.
Capability to perform basic math calculations and read/follow packaging specifications.
Basic computer literacy to access electronic work instructions, print specifications, and complete digital documentation/logs.
Physical ability to work in a heavy industrial manufacturing environment, stand/walk for extended periods, lift required weights and wear all required Personal Protective Equipment (PPE).
Flexibility to work weekends, extended overtime, and holidays if needed.

Nice To Haves

Hands-on experience operating Kronos / UKG for daily timecard edits, exception handling, and pre-payroll auditing.
Demonstrated proficiency with SAP (specifically creating Purchase Requisitions, issuing Purchase Orders, and processing Goods Receipts).
Working knowledge of operating within a unionized environment and interpreting Collective Bargaining Agreement (CBA) rules regarding overtime, shift premiums, and time-off tracking.
Familiarity with plant safety protocols, site visitor access procedures, and basic EHS/OSHA document control.

Responsibilities

Daily review of plant employee timecards in Kronos to verify hours worked, meal breaks, and overtime.
Apply Collective Bargaining Agreement (CBA) rules to ensure accurate calculation of shift differentials, call-in pay, weekend premiums, holiday pay, and overtime rules.
Track planned/unplanned absences, FMLA, sick leave, and union official time; flag discrepancies or attendance policy violations for management.
Work closely with operations and HR to resolve timecard exceptions, missed punches, and payroll discrepancies before submission deadlines.
Create, process, and track purchase requisitions (PRs) and purchase orders (POs) in SAP for plant supplies, office equipment, and operational consumables.
Perform Goods Receipts in SAP upon delivery of tools, personal protective equipment (PPE), or office inventory, verifying packing slips against physical deliveries.
Liaise with vendors, suppliers, and accounts payable to resolve invoice holds, PO mismatches, or shipping delays.
Maintain stock levels for critical plant floor and administrative supplies (e.g., standard forms, safety gear, office stationery) and reorder as necessary.
Organize and archive plant records, maintenance logs, safety meeting minutes, and union grievance documentation while maintaining strict confidentiality.
Greet visitors, contractors, and delivery drivers; enforce site access badge protocols and safety sign-in requirements.
Schedule internal plant meetings, union-management committee meetings, and training sessions; prepare agendas, take minutes, and arrange catering.
Distribute incoming mail, packages, and plant-wide announcements; respond to routine phone calls and email inquiries.
Serve as the main point of contact for office equipment servicing (printers, copy machines, breakroom supplies).