Information Management Coordinator

Company:INEOS Oxide
Interested in joining a winning team? A team whose employees share in the ownership of the business and are empowered to make a difference?
Organizational context
and job purpose
INEOS Organization:
INEOS is a global manufacturer of petrochemicals, specialty chemicals and oil products. It comprises 15 businesses each with a major chemical company heritage. Its production network spans 65 manufacturing facilities in 16 countries throughout the world. INEOS products make a significant contribution to saving life, improving health and enhancing standards of living for people around the world. Its businesses produce the raw materials that are essential in the manufacture of a wide variety of goods: from paints to plastics, textiles to technology, and medicines to mobile phones - chemicals manufactured by INEOS enhance almost every aspect of modern life.
BUSINESS CONTEXT:
Ethylene oxide (EO) is an important building block for the preparation of a wide variety of EO derivatives (EODs), including various surfactants, as well as a host of other chemical intermediates including Glycol Ethers, Polyethlene Glycols, Ethanolamines, and Alkyl Alkanolamines.
INEOS Oxide is one of the world’s leading producers of Ethylene Oxide (EO) and Ethylene Oxide Derivatives (EODs). We currently have a total EO and EOD capacity of 920 kta spread across five different production units throughout Europe and the US. These units have leading cost economics, due to economies of scale, state-of-the-art technology, strategic locations, etc. Our EO project in the US is targeting the fast-growing merchant EO market, building on our experience and leadership position in Europe.
Purpose of the Job:
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.
Responsibilities And Accountabilities
Accountability 1:
Records/System Management
Most important activities:
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
Accountability 2:
Capital Project Closeout
Most important activities:
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
Accountability 3:
Customer Service
Most important activities:
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
Accountability 4:
Information Management
Most important activities:
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
Accountability 5:
Administrative Support
Most important activities:
M&R Administrative Responsibilities:
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
HSEQ & Lab Administrative Responsibilities:
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