Administrative Assistant

Location: Bay City, US, 77414

Mobile work possible?: no

Entry Date: Permanent

Employment type: Full time

OQ Chemicals Company Overview | World leader in Oxo Chemicals

Oxo products are the core competency of OQ Chemicals. We are producing more than 70 oxo intermediates and oxo derivatives for customers in a wide range of industries with various end market applications. Our chemicals are important ingredients in products that are used in daily life around the world. "We" refers to more than 1,400 OQ Chemicals employees worldwide. At our plants in Germany, the USA, China and the Netherlands, we produce intermediates and derivatives.

Job Purpose:

Provide support to Operations, Technical, and Environmental Health & Safety Departments and direct support to the Site Leadership team. Perform various clerical, administrative, and general office duties involving report writing, word processing, invoice coding and tracking, file and records management, budgetary tracking, and telephone and reception desk tasks. Perform analysis of statements invoices and prepare spreadsheets and reports as required.

The position will act in accordance with the Group’s Mission, Vision, Values & Strategies, as well as, policies, guidelines and international standards, supported by an IT Technology platform, and HSE standards.

Main Tasks and Responsibilities:

• Manage various Distribution Lists

• Manage incoming and outgoing mails/packages

• Plan and organize internal/external meetings on/off-site, including logistics, costs, meeting room bookings, and catering.

• Support ISO document control for policies, permits, procedures, and forms.

• Maintain the appointments calendar, scheduling meetings, and teleconferences, including accurate and updated Outlook entries, room booking, catering, logistics, and any necessary revisions.

• Plan, coordinate, and complete extensive domestic and international trips with detailed itineraries with regional support teams.

• Create Purchase Requisitions per Purchasing policy and review and approve invoices. Reconcile company credit card statement monthly.

• Complete expense reports on time and in full, ensuring strict adherence to company policies for approval by the respective line managers.

• Screen phone calls, inquiries/requests and handle when appropriate, including customers, media, sales, and other various business relationships.

• Perform clerical duties such as ordering supplies and business cards for – Operations, Technical, Projects, EHS.

• Update Shift Schedule/Shift Calendar for Operations.

• Manage and maintain organization in office areas, including the drawing-room and technical library, copy room, mailroom, unit document retention

• Track & publish required reading logs for the revised policies and permits and submit documents to Compliance Wire (electronically & hard copy binders)

• Periodically review revision log to ensure policies/forms dates and revisions match TOC and form itself.

• Scan regulatory documentation to help maintain an electronic file of advanced charts and graphs as needed.

• Backup support for Bizflow, OIS, Yield Accounting and RegAction

• Collect monthly employee and contractor hours from department groups.

• Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public.

• Perform other duties as assigned.

  
  

Education Requirements: High School diploma or GED

Language Requirements: English

Background and Experience:

• Minimum of 2 years of administrative support experience.

• Computer skills including advanced abilities in Microsoft Office Products.

• Excellent communication skills (both written and verbal) to interact with employees, customers and vendors, across all levels of the organization, both in the U.S. and abroad.

• Ability to handle multi-task and confidential information with limited guidance.

• Strong focus on customer service and addressing customer problems with courtesy and professionalism.

• Ability to organize and prioritize daily work and maintain confidentiality.

  
  

Desired:

• Bachelor’s degree preferred or equivalent experience.

• SAP experience is a plus.

• Share Point expertise.

  
  

Competencies and Skills:

• Effective oral and written communications skills.

• Ability to multi-task effectively.

• Proficiency with Microsoft Office, Excel and Access

• Knowledge of laws, regulations and ISO requirement

• Ability to work with little supervision and track multiple processes

  
  

Working Conditions (Physical and Mental requirements):

• Must be able to remain a stationary position 50% of the time.

• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Frequently moves boxes weighing up to 20 pounds across office for various needs.

  
  

OQ Chemicals is proud to be an equal opportunity employer. We do not tolerate discrimination based on race, sex, age, color, national origin, marital status, religion, sexual orientation, gender identity, disability status, veteran status, or any other basis protected by law.

Our Benefits

• Excellent Medical, Dental, and Vision Insurance Plans
• Health Equity Health Fund for health and dependent care
• Disability Benefits
• Basic Group Term Life and Accidental Death and Dismemberment (AD&D)
• Tuition Reimbursement
• Work/Life Balance
• Paid Time Off for a balanced life
• Competitive salary, bonus, 401(k) plan with match and profit-sharing match