Sr Administrative Assistant Job at Arkema Inc in Pineville, Louisiana

Job Description:

SITUATION IN ORGANIZATION:

This Position reports to the Plant Manager.

JOB DIMENSIONS:

Responsible for the day-to-day Administrative functions and duties for the Pineville Site. Supports the Plant Manager in communications and administrative duties. Record-keeping and documentary support of projects, involving working collaboratively with plant staff of different levels to meet goals. Assists in the coordination and development of relationships with the local community. Works with A/P to ensure vendors are compensated for goods/services. Provides back-up coverage for Supply Chain Coordinator.

KEY ACTIVITIES AND RESPONSIBILITIES:

Support Site EHSQ 10%

• Provide administrative support to Plant Manager as well as Logistics and Operations. (20%)


• Prepare reporting for Plant Manager such as man hours, headcount, Performance Metric tracking tools, Monthly Thio report. (10-15%)


• Event planning/coordination for Pineville Plant such as annual celebration, lunches, visitor/customer meetings and events, and other special event functions to promote plant wide unity through organized company functions for plant personnel within a budget. (10%)


• Supports CAPEX project(s) with administrative duties. (10-15%)


• Process monthly invoices in SAP (set-up vendors, write requisitions, submit goods receipt), travel expenses and reconciliation of purchasing card expenses. (15%)


• Sort's incoming mail, answered main phone line and greets visitors at entrance. (5%)

Other duties as assigned (10-15%)

• Coordinate/maintain the Pineville Plant records retention system according to the Arkema Corporate policy to include a tracking system in offsite storage


• Coordination and management of the electronic database management systems (EDMS)


• Maintain Pineville plant files for property deeds, leases and contracts, and controlled documents


• Maintenance of organizational charts, delegation of authority, plant phone list and Muster Sheet


• Manages office space for the Pineville facility


• Serves as back-up for Supply Chain Coordinator for delivery creation and invoicing, RM/production processing


• Supports Order Fulfillment through folder creation and filing


• Supports Cylinder sales through tracking of detention and demurrage.

CONTEXT AND ENVIRONMENT:

This position works closely with Plant Manager to maintain the administration of the Pineville Site. This position requires flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside customers. Ability to receive and maintain sensitivity to confidential matters.

• Supports the site HES policy and complies with all regulatory and internal requirements


• Participates in HES activities provided by site management and Arkema Inc. (e.g., Behavioral Base Safety, SafeStart, etc.)


• Supports and promotes the reporting of all health, safety, environmental, near-miss, accident or injury incidents


• HSEQ responsibilities include but are not restricted to those outlined in Leadership expectations such as reporting any event in a timely manner

REQUIRED EDUCATION/QUALIFICATIONS/WORK EXPERIENCE:

5+ year of administrative assistant experience. Proficient with Microsoft Word, Excel, Outlook and PowerPoint. Maintain effective and professional interaction and communication at all times in order to effectively respond to and work with both employees and managers; convey a positive and professional image. Must be reliable, committed and able to perform duties involving confidential and sensitive information as well as maintain confidentiality at all times. Ability to work independently with minimum supervision.

DEMONSTRATED COMPETENCIES:

• Must be adept at problem-solving including being able to identify issues and resolve problems in a timely manner


• Organized, accurate, thorough, attention-to-detail and ability to prioritize work in a fast pace environment


• Ability to maintain strict confidentiality

• Strong written and verbal communication skills/ability to tailor communications to level of audience