Operations Administrative Coordinator

Position: Operations Administrative Coordinator

Primary Location: Richmond, CA

Schedule: Full time, Salaried

Reports To: Operations Manager

Compensation: USD $60,000 - $75,000 + Bonus + Benefits

Salary ranges are determined by role, level, and location. The range reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. More specific salary range for your preferred location can be discussed during the hiring process. Please note that the compensation details listed reflect the base salary only, and do not include bonus, benefits, pension contributions or additional incentives.

Scope of the position

The role of the Operations Administrative Coordinator exists to support and enhance the productivity of the Richmond Plant. This is accomplished by providing administrative, clerical, and receptionist support with proficiency, accuracy, and confidentiality to various office functions. Strong, clear, timely internal and external communications are essential to this position.

This role supports multiple administrative facets of the Richmond Plant, including but not limited to, Accounting, Engineering, Environmental, Health & Safety, Human Resources, Operations, Purchasing, Shipping & Receiving, and Site Supervision.

Duties and Responsibilities

75% Transportation Coordination

Shipping and Scheduling Responsibilities in SAP.
• Manage generation and processing of Bills of Ladings (i.e., review and verification activities, printing, etc.)
• Verify Sales Order Numbers for various product shipments.
• Manage merchant and railcar shipping & receiving activities.
• Responsible for managing all production and inventory management files maintained by Operations Department.
• Point of contact for site logistical needs.
• Support hazardous shipment coordination.
• Perform tasks related to plant inventory management (i.e. final product levels, railcar fleet inventory, etc.)
• Work with the operations department to coordinate plant production and final product storage needs.
• Active participation in site meetings with corporate logistic teams.
• Work with the railroads (i.e., RPRC, UP, and BNSF) to coordinate railcar activities.
• Work with the laboratory technician to ensure quality paperwork is accurate and meets company and customer requirements. This includes reviewing the laboratory-generated Certificate of Analyses (COA) for customer shipments.
• Order bulk chemicals to meet production needs and requirements.
• Coach and train operation personnel on proper shipping and receiving documentation to ensure complaints with industry standards, including DOT, FRA, and other applicable quality standards, regulations, corporate policies, and guidelines.
• Collaborate closely with personnel from surrounding functional groups, including, but not limited to, the Corporate Logistics, Laboratory, Operations, and Sales, as necessary to coordinate daily workload to ensure the timely release of finished goods.
• Understand and communicate customer expectations throughout the Operations Department, and ensure all products meet company standards and customer requirements.
• Report, investigate, and closure of all Quality Non-Conformance Reports (NCRs).
• Generate Shipments and Product Quality Reports.
• Identify shipment improvement opportunities and execute actions to deliver improved processes and results.
• Responsible for creating, reviewing, correcting, and tracking shipping and receiving paperwork, electronic documents, and correspondence. This includes reviewing production records for product release, work instructions including SOPs, Shipping Logs, and other applicable quality standards, regulations, corporate policies, and guidelines.

25% General Duties

• Support site Quality Management System (ISO 9001) and Responsible Care Management System (RC 14001).
• Participates in the application of the Corrective and Preventive Action system to ensure action, closure, and verification of the effectiveness of solutions applied to root cause issues originating from internal/external audits or other sources.
• Cross-training and supporting various department administrative staff, including but not limited to vacation coverage, workload management, etc.
• Consult/Liaison with internal site personnel of all levels (management, operations, maintenance, plant personnel, and corporate personnel) and external contacts (customers, carriers, and vendors)
• Provide after-hours support as needed.
• Perform administrative and clerical duties as required.
• Organize and schedule meetings, plant functions, and appointments.
• Be familiar with the corporate Document Management System (DMS) to control, update, and revise site policies and procedures. Manage and troubleshoot documentation workflows within DMS for various site departments.
• Write, format, and edit documents, including Standard Operating Procedures (SOPs), Forms, and policies and procedures to support site needs.
• Support site documentation digitization initiative.
• Support the site documentation record control/retention activities.
• Provide ongoing support and review of site documents, including SOPs, Work Instructions, and other functional documentation, to ensure adherence to industry standards, including applicable quality standards, regulations, corporate policies, and guidelines.
• Perform procurement duties for the operations department.
• Perform all other duties/tasks as assigned by the Operations Manager.

Environmental, Health and Safety Responsibilities

• Become familiar with Chemtrade Environmental, Health, and Safety (EHS) policies and procedures.
• Report immediately all EHS incidents (injuries, near misses, releases).
• Complete all required EHS training in a timely manner.
• Follow all Chemtrade facility and corporate EHS procedures and practices.
• Attend and actively participate in facility EHS meetings and forums that drive
• employee involvement/engagement.
• Maintain required DOT training and certification.
• Maintain required HAZWOPER 24-Hour training and certification.
• Provide feedback and suggestions for EHS program improvement.
• Participate in site safety meetings and job safety analysis activities.
• Assist with document control, record control, training, and other tasks assigned by
• the Operations Manager.

Qualifications

• Minimum of a High School Diploma or GED equivalent.
• Minimum of 5 years of production/manufacturing/office environment work experience.
• Experience in a chemical manufacturing environment (asset)
• Proficiency in SAP is a plus.
• Experience with document control and records management is a plus.
• Strong computer skills, including Microsoft Office (Excel, PowerPoint, Work, Outlook).
• Strong people skills and organizational abilities.
• Strong commitment to safety initiatives in an industrial setting.
• At ease communicating and interacting with the public.
• Professional telephone etiquette.
• Exhibit high ethical and moral standards.
• Demonstrate the ability to work independently as well as in a team environment.
• Passion for continuous improvement, quality, procedural compliance, and customer service.
• Ability to work independently and motivated to perform at a high level without supervision.
• Adaptable, teachable, detail-oriented, multi-tasker.
• Effective organizational and time management skills.
• Able to prioritize and multi-task assignments with minimal supervision.
• Must display a high level of accuracy in work assignments and detail-oriented.

Physical Demands and Work Environment

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully:

• The employee must be physically capable of spending long hours sitting in an office environment.
• The employee must frequently sit, stand, walk, reach with hands and arms, balance, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to ten pounds.
• The employee is occasionally required to climb stairs/ladders (including vertical).
• The employee must be "fit for duty." You may be required to go into all areas of the plant occasionally.

What Chemtrade Offers You

Embracing Diversity, Maximizing Results

At Chemtrade, we are committed to cultivating a work environment that embraces and values the unique qualities of every employee. We believe in harnessing the richness of diverse talents, ideas, backgrounds, experiences, and perspectives to drive our business forward. Our vision is to create a workplace where all individuals feel respected, empowered, and inspired to contribute their experiences, ideas, and perspectives.

In our culture, we celebrate multiple approaches and viewpoints. To foster an inclusive environment, we actively encourage the creation of Employee Resource Groups. These groups provide platforms for employees to share their unique perspectives, contribute their ideas, and help shape our inclusive culture. Together, we strive to build a workplace that recognizes and celebrates the diverse voices within our organization.

We recognize that the diversity of our employees is paramount to our organization's success. It is through the diversity of perspectives that we develop and shape programs and tools that support our employees' growth and career management.

Join us in our journey towards building an inclusive workplace that values diversity and promotes the personal and professional development of our employees.

We recognize the immense value of Employee Resource Groups (ERG's) in fostering an including and supportive work environment. Our ERG's serve as vital platforms for employees to connect, share experiences, and celebrate their unique backgrounds and perspectives.

We firmly believe that diversity drives innovation and fuels our success as an organization. By encouraging the formation of ERG's, we aim to create a workplace where all individual feel empowered to bring their whole selves to work and contribute their diverse talents and ideas. Additionally, we understand the importance of work-life balance and the well-being of our employees and their families. That is why we proudly offer a range of family-friendly benefits, and opportunities for career growth and advancement.

We are committed to supporting our employees at every stage of their lives and ensuring they can thrive both professionally and personally. Join us and be a part of a company that values diversity, inclusion and the well-being of its employees.

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