Information Management Coordinator

About the role

INEOS is a global manufacturer of petrochemicals, specialty chemicals and oil products with 15 businesses and 65 manufacturing facilities in 16 countries. INEOS Oxide is a leading producer of Ethylene Oxide (EO) and EO Derivatives (EODs) with 920 kta capacity across five units in Europe and the US. The Document Control Coordinator manages systematic control of project, engineering documents, and records management to support Engineering, Maintenance, and Reliability, and provides administrative support for engineering, maintenance, and SHE departments. Performance is monitored by the manager through key indicators: files and systems are accurate and evergreen; records are disposed of lawfully and efficiently per the retention policy; record‑management training, policy, and procedures are accurate and followed; document control software functions as needed. The workplace culture emphasizes honesty, integrity, safety, health, and environmental performance, and acknowledges employees who embrace new practices that create real value for customers.

Responsibilities

• Records/System Management: Provide records management service; ensure physical and electronic records identifiable and retrievable; ensure information accurate and evergreen; ensure lawful disposal per retention policy; ensure records‑management training, policy, procedures accurate and followed; ensure proper security and access; maintain document control software (SharePoint) function and perform maintenance; import and route MOCs as requested.
• Capital Project Closeout: Coordinate and assist with project closeout with engineers; perform quality checks on closeout documentation for 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.
• Customer Service: Manage Engineering File Room – files, indexes, retention; provide customer support and serve as document research expert for procedures, document locations, contacts, and systems; provide customer training.
• Information Management: Ensure all records and documents collected, maintained, distributed, accessible per INEOS Oxide standards; ensure approved new or revised procedures placed online in current controlled documentation system (OD drive); remove obsolete documentation from distribution; maintain and manage database of all filed documentation for fast retrieval; migrate hard copy files to electronic; assist personnel with document searches; facilitate documentation quality services between parties; timely and accurately log Quality Message non‑conformances into relevant electronic database.
• Administrative Support: 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, 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; 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 Environmental department on mailings for all Environmental submissions; gather supplies for the group as requested.

Requirements

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Significant experience in document control and records system management in a chemical or equivalent facility required.
• ADA Physical requirements: Outside Light Work – exerting up to 20 lb force occasionally, up to 10 lb frequently, or negligible constantly; ability to climb ladders and stairs; subject to inside and outside environmental conditions; protection from weather but not temperature changes; no effective protection from weather outside; subject to extreme cold (1 hr) and extreme heat (>100°F >1 hr); not required to wear respirator or gas mask. Inside: Sedent