Document Control Administrator

Company:INEOS Olefins & Polymers USAInterested in joining a winning team? A team whose employees are empowered to make a difference?The Olefins & Polymers USA division of INEOS is one of the largest producers of olefins and polyolefins in North America. From its manufacturing locations at Chocolate Bayou and the Battleground Manufacturing Complex, it is a merchant marketer of butadiene, ethylene, polypropylene and high-density polyethylene with annual revenue of over $4b.The Chocolate Bayou Site is located in Southeastern Texas about 40 miles South of Houston and consists of two Olefins units that produce approximately 3bn pounds/year of ethylene, 2 Polypropylene units that produce approximately 800m pounds/ year of polypropylene, and the Light Ends storage & transfer facilities at Stratton Ridge.The Document Control Administrator is responsible for ensuring the efficient operation and systematic control of the organization’s capital records management requirements and facilities and ensuring all record copy documents are up to date and accessible to all site personnel per INEOS standards and guidelines which include both static (Equipment Information) and evergreen (Site Drawings) document types. The role gate keeps the process to receive and organize electronic and hard copy record files and distributes them to the appropriate locations and electronic databases. In addition, the role works closely with Engineering, Capital Projects, Operations, Maintenance, Inspections, SHE-PSIM and Document Control personnel to support project execution/closure and to keep key Process Safety information accessible and in compliance.This role plays a key part in the site’s digital transformation by integrating modern data and document‑management technologies to improve accessibility, accuracy, and process efficiency. It supports the organization’s growth toward AI‑enabled operations by maintaining high‑quality information systems and preparing records for advanced analytics and machine‑assisted decision‑making. The position collaborates closely with Engineering, Operations, Maintenance, and SHE‑PSM teams to ensure digital workflows and electronic records remain evergreen and compliant. It also contributes to future AI initiatives by helping establish reliable, structured data foundations essential for automation and intelligent insights.Responsibilities & AccountabilitiesAccountability 1: SHE-PSM StewardshipParticipate, support and contribute to a positive safety culture in accordance with INEOS 20 Principles, behavioral and process safetySupport INEOS Process Safety and Integrity Management compliance initiatives and auditsMaintain timely closure of MOC and PSM action items as assignedAccountability 2: Records/System ManagementProvide a records management service to organizational staff and contractorsEnsure that physical and electronic records can be identified and retrieved quickly and easily when neededEnsure that information in records files and systems is accurate and evergreenEnsure that records are disposed of lawfully and efficiently and in accordance with organizational deadlinesEnsure records management training, policy and procedures are accurate and followedEnsure security and access issues for record and documentsEnsure document control software and drawing database function and perform as neededEnsure compliance and administration of ACAD 2024Accountability 3: Records InformationReceive, file, store and/or distribute record hard-copy files to the designated storage locations and libraries per INEOS standards and guidelinesReceive, file, store and/or distribute record electronic files and information to the proper databases, Electronic Drawing Management System Meridian and SAP, per INEOS standards and guidelinesUtilize Microsoft Office database for Meridian record maintenanceCoordinate off-site document storage and retentionCreate and update record information procedures as needed on SharePointTrain new personnel on Records Information functionsAssist plant personnel with record documentation searchesAssign equipment numbers and tag numbers for new or modified assetsSupport migration to electronic filesSupport continuous improvement initiatives such as Six SigmaAssist Maintenance with the P07 Relief Device Procedure approval trackingAccountability 4; Capital Project CloseoutCoordinate and assist with project closeout with engineers, accounting, and purchasingPerform quality checks on closeout documentation to ensure company and regulatory complianceFollow-up on pending closeout documentationProvide feedback to managementAccountability 5; Customer ServiceManage Engineering File Rooms – files, indexes, retention, etcProvide customer support and serve as a document research expert for procedures, document locations, contacts and systems proceduresProvide training as requestedAccountability 6; Reproduction/Supply ManagementManages site’s copy machines/scanners (21), reproduction’s specialty equipment, reproduction requests, and inventory within budget objectivesControls inventory for supplies for the Engineering Department and site’s outside printing with budget objectivesSkills & Knowledge RequiredLevel of Education & ExperienceAt least 3 years of previous administrative assistance and/or clerical experience. High School Diploma or equivalent required.Technical skillsProficient user of Electronic Document Management SystemsIntermediate Excel skillsIntermediate Word skillsIntermediate PDF Exchange and DocuSignskillsBasic SharePoint skillsBasic Access skillsBasic SAP skills for equipment reservationPreferred (but not required):Previous experience with BlueCielo MerdianFamiliarity with plant mechanical equipmentBehavioural SkillsStrong communication and interpersonal skillsStrong organizational skillsGood at conflict resolutionStrong team playerGood self-motivatorDetailed oriented and task-orientedIntegrity and TrustworthyWorks with a Customer Focus in mindWorks with minimal direction and guidanceOur culture is one of honesty and integrity with an emphasis on safety, health and environmental performance.On our team, people are acknowledged for embracing new practices that help create real value for customers.