Operations Admin

Job description

Solvay is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristics.

Solvay is a science company whose technologies bring benefits to many aspects of daily life. With more than 24,100 employees in 64 countries, Solvay bonds people, ideas and elements to reinvent progress. The Group seeks to create sustainable shared value for all, notably through its Solvay One Planet plan crafted around three pillars: protecting the climate, preserving resources and fostering better life. The Group’s innovative solutions contribute to safer, cleaner, and more sustainable products found in homes, food and consumer goods, planes, cars, batteries, smart devices, health care applications, water and air purification systems. Founded in 1863, Solvay today ranks among the world’s top three companies for the vast majority of its activities and delivered net sales of €10.2 billion in 2019. Solvay is listed on Euronext Brussels (SOLB) and Paris and in the United States, where its shares (SOLVY) are traded through a Level I ADR program.Solvay is a market leader in hydrogen peroxide, both in market share and technology. Hydrogen peroxide (H2O2) is used mainly by the paper industry to bleach pulp. Its properties are also of interest to many markets, such as chemicals, food, textiles, and the environment.

Job Overview and Responsibilities:

Overview

·  Provide administration services to the Deer Park site while meeting all Solvay document control procedures and policies.
·  Safe operations and compliance with Solvay Life Saving Rules and Site Safety Rules
·  General administration for manufacturing, shipping and laboratory
·  Ensure compliance of Solvay document control procedures and policies 
·  Ensure all records are filed and kept, following the record retention policy 
·  Backup support for the Administration Assistant responsible for the Administration building as well as back up support for the Shipping Services Representative 
Key Responsibilities
·  Support for HSE Department
·  SHERM (safety, health, environmental review meeting) preparation
·  Enter open/closed actions items, open incidents, safety inspections, SHERM matrix updates, link to SEAHAWK, etc)
·  Provide incident reporting and safety management softwareAssist with Document retention needs
·  Coordination with FR Depot
·  Filing of documents and records such as JSA, pre-job safety conference records, etc
·  Document Control and Records Retention
·  Site coordinator for Document Control procedures and policies
·  Site coordinator for records retention procedures and policies
·  Provide assistance with year-end file updates and storage needs for records
·  LTT Forms management
·  SOP management
·  Update and maintain SOPs following document control procedures and policies
·  Update SOP document owners spreadsheet
·  Routine communication of SOP status with reminders to authors and supervisors
·  Follow up on SOP sign off
·  Training records/systems
·  File and track job certifications
·  Coordinate training - assist with registration, obtain approvals
·  File training records and be responsible for these records
·  Report training hours
·  Provide assistance with training records during audits
·  Teamsite administrator (document control database)
·  Update Teamsite with SOPs, work instructions, table of contents, forms, training material, etc
·  Update Site Calendar
·  Post internal communications
·  Administration items for the Administration Building
·  Generate copies and materials as requested by manager (items could be routine meeting preparation, etc)
·  Restock and order supplies which include but not limited to: paper, pens, batteries, water, coffee, etc
·  Coordinate repairs / maintenance of office equipment (copiers, postage machine, microwaves and refrigerators)
·  Enter in maintenance notifications as requested
·  Coordinate meetings as requested (i.e quarterly communication meetings, staff meetings, new hire orientation, etc)
·  Assist  with checklist that include on-boarding, terminations and transfers
·  Assist or lead planning company events and execute the plan (items could include scheduling accommodations such as hotels, meeting rooms, activities building).
·  Assist with providing hospitality arrangements for visitors when directed
·  Assist with visitor badges when requested.
·  General cleanup of working areas and kitchen in the administration building (discard of papers, copy bins, food, utensils, etc) and ensure storage/supply area remain organized
·  Manage administration flags – replace when needed and set full/half-mast as needed
·  Data tracking and reporting
·  KPI Coordinator – post updates and coordinate data entry
·  Non-Exempt Incentive plan – post updates  
·  Generate monthly status reports on SOPs, ExxTend and Certifications 
·  Support for Maintenance, Engineering and Purchasing
·  Admin ProCard and receipts reconciliation
·  Provide invoice assistance 
·  Entry entering purchase requisitions/check request
·  Processing invoices
·  Update invoice matrix and tracking to ensure on-time payments received through SRM7, check request or credit card
·  Provide assistance with contractor database and vendor selection process 
·  PSM1/PSM2 packages
·  Guard communications
·  Administration items for Manufacturing, Shipping and Laboratory
·  Coordination with 3rd party uniform vendor
·  Generate Shift Schedules
·  Generate Vacation scheduling books
·  Create Safety Inspection books
·  Generate copies and materials as requested by manager (items could be training manuals, routine meeting preparation, etc)
·  Restock and order supplies which include but not limited to: paper, pens, batteries, water, coffee, etc
·  Coordinate repairs / maintenance of office equipment (copiers, postage machine, microwaves and refrigerators)
·  Enter in maintenance notifications as requested
·  Enter in expense reports for hourly employees
·  Coordinate meetings as requested (i.e quarterly communication meetings, etc)
·  Assist in incident investigation by creating incident timelines in Microsoft Visio
·  Assist departments with checklist that include on-boarding, terminations and transfers
·  Assist with creating labels
·  Enter in stores tickets
·  Data tracking and reporting
·  Generate monthly status reports on SOPs, ExxTend and Certifications 
·  Overtime Ranking
·  Occurrences
·  Emergency Vacations (EVs)
·  Raw Materials Monitoring
·  Enter purchase orders for packaging materials and supplies used in the finished goods
·  Enter purchase orders for raw materials used in the finished goods area
·  Enter purchase orders for raw materials used in the AO unit area
·  Track raw materials inventory through Aspen or physical counts
·  Track raw material inventory through Aspen or physical counts Notify buyer when to schedule delivers for assigned raw materials
·  Update SAP to reflect physical count for assigned raw materials, packaging materials and/or packaging supplies
·  SAP goods receipt for raw materials
·  SAP goods receipt for packaging materials and supplies used in the finished goods area
·  Provide backup support as needed for the other Administration Assistant role
·  If trained, provide backup support as needed for the Back Office Representatives
·  Coordinate and ship sample orders 
·  Distribute Finished Goods paperwork for Order pickups during daylight hours and drop off night loads binder to control room
·  Copying and filing records
·  Preparing package labels for finished goods products
·  Gather and generate data for KPIs (site or shipping specific)

Education and Experience:
Education and Experience

·  High School diploma or GED required; 2 year degree or certificate preferred
·  Minimum 2 years experience in an administrative capacity
·  Experience at an industrial site required; 2 years experience preferred
·  Minimum 1 year SAP (or ERP system) required
·  Ability to work effectively with relevant computer software such as Microsoft Excel, PowerPoint, Word, Visio, SAP, Aspen Process Explorer, SRM7, G Suite
·  Must be able to manage multiple tasks at once and work in an autonomous manner.
·  Ability to learn, navigate, and manage document control policies and recordretention

Skills:

Skills/Abilities
·  Ability to work effectively with relevant computer software such as Microsoft Excel, PowerPoint, Word, Visio, SAP, Aspen Process Explorer, SRM7, G Suite
·  Must be able to manage multiple tasks at once and work in an autonomous manner.
·  Ability to learn, navigate, and manage document control policies and record retention
·  Strong communication skills, both written and oral

Additional Information

Physical/Mental Requirements

•Constant, concise and accurate use of the English language when communicating orally and in writing

•Perform under stress when confronted with emergency or critical deadlines in which working speed and accuracy, along with sustained attention, are critical to success

•Near acute vision allowing an individual to read normal size type within 20 inches with or without corrective lenses.  Additionally, the ability to identify and distinguish color

•Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 

•Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

•Remain in the normal seated position while working for extended periods or remain standing for extended periods of time

•Flexibility in work schedule to meet the needs of the plant and meet target completion dates