HESS Administrative Assistant

Oxychem; Gregory (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

OxyChem is hiring an experienced HESS Administrative Assistant to support the Safety, Environmental, and HES departments at the Ingleside Plant in Gregory, TX. The role focuses on safeguarding people and operations, maintaining SDS and safety records, and coordinating site activities.

The ideal candidate will have strong organizational and communication skills, proficiency with Microsoft Office, SharePoint, SAP, and HES software, and the ability to handle multiple priorities with accuracy and

Qualifications

• High School Diploma or GED required; two-year degree preferred.
• Ability to read, write and speak in English.
• Notary Public license is required or must be obtained.
• Physical ability to lift 40 lbs and wear PPE as needed.

Responsibilities

• Maintain environment health and safety records and procedures.
• Manage HES documents, forms, and SharePoint sites.
• Input safety and environmental data into Intelex and related systems.
• Maintain incident files and OSHA logs for regulatory compliance.
• Coordinate materials, procurements, and budgets for the HES team.
• Organize meetings, training, and safety events at Ingleside Plant.
• Operate OTIS as assigned and maintain relevant modules.
• Prepare and distribute safety notices and communications via multiple channels.

Skills

Organizational skills

Communication skills

Interpersonal skills

Self-motivated

Education

High School Diploma or GED

Two-year degree preferred

Notary Public license

Tools

Microsoft Excel

SharePoint

SAP

PowerBI

Spotfire

Tableau

Intelex

OTIS

Job description

At OxyChem, our chemistry makes modern life possible, and it is our people who make the difference. We are a safety-first, purpose-driven team committed to innovation, environmental responsibility, and doing things the right way. If you are ready to contribute, elevate your skills, and take ownership of your career, Oxychem offers the opportunity to make a difference every day.

OxyChem, a Berkshire Hathaway company, is a leading producer of essential chemistry with operations in the U.S., Canada and Latin America. OxyChem’s products play an essential role in everyday life, supporting critical applications in water treatment, pharmaceuticals, healthcare, manufacturing, automotive, personal hygiene, and residential and commercial construction. OxyChem actively participates in the Occupational Safety and Health Administration Voluntary Protection Program, underscoring our commitment to safety. Headquartered in Dallas, Texas, OxyChem is a top three U.S. manufacturer of polyvinyl chloride, chlor-alkali and chlorinated organic chemicals, and calcium chloride. Visit oxychem.com for more information.

In a fast-paced industry that demands precision, we create a supportive workplace where the safety and well-being of our employees are paramount. We are committed to rewarding top performers, offering very competitive pay and benefits, and providing tremendous career development opportunities.

We are looking for an experienced and self-motivated individual to fill the position of HESS Administrative Assistant to support the Safety Manager, Environmental Manager, and the HES department at our Ingleside Plant located in Gregory, TX.

Essential Job Duties

• Maintain protection of the environment and the health and safety or our employees, customers, and the communities in which we operate and/or transport our products, as our highest priority.
• Maintain “Safe Worker” sticker program.
• Maintain site SDS system and process new chemical approval forms.
• Maintain assembly point headcount lists for the site.
• Compile monthly HES Safety Meeting Packages.
• Maintain HES Department SharePoint Site.
• Maintain records of HES procedures and post procedures to SharePoint and S Drive.
• Maintain safety budget spreadsheet.
• Maintain plant cell phone accounts (callout phones).
• Responsibly manage Procurement Card (P Card) for the department.
• Purchase supplies as requested in SAP or P Card.
• Maintain FRC/Safety Shoe/Prescription Eye Wear Programs for plant.
• Coordinate activities for SEAT.
• Complete tasks in OTIS / Intelex as assigned. Maintain OTIS system for HES departments.
• Input safety incidents (daily) and environmental incidents (monthly) into the Intelex system.
• Maintain safety incident files and OSHA logs.
• Input industrial hygiene data into Intelex and send employee notification letters.
• Maintain plant safety banners/posters/flyers.
• Pre-populate daily awareness messages monthly.
• Arrange meals for HES meetings and ERT training as requested.
• Help coordinate safety fairs and plantwide HES events.
• Develop and maintain HES electronic and paper filing systems.
• File Core 4 Safe Work Permits, Key Procedure Permits, and Confined Space Permits.
• Maintain HES records according to OCC record retention policy.
• Coordinate moving boxed records to offsite storage or shredding.
• Maintain training records and tracking for ERT training and HES training.
• Maintain TWIC expiration log.
• Manage Certified/Registered files for Environmental.
• Complete public notice submittals and set up communications via newspaper, radio, signs, etc.
• Manage waste manifests in STEERS and e-Manifest systems.
• Maintain refrigerant compliance management system.
• Complete additional assignments as requested by HES personnel.

Minimum Qualifications

• High School Diploma or GED required; two-year degree preferred. Experience supporting HES functional areas is highly desirable.
• Ability to read, write and speak in English.
• Obtain/maintain Notary Public license.
• Physical requirements – Must be able to lift 40 lbs., climb ladders and stairs. Walking, bending, stooping is required. Must be able to wear personal protective equipment including the use of an escape respirator. Must be able to respond to visual and audible alarms.

General Attributes

• Excellent organizational, planning, and prioritization skills.
• Excellent communication and presentation skills (oral and written)
• Detail-oriented and capable of organizing and prioritizing diverse workloads with accuracy and minimal supervision while meeting critical deadlines.
• Cultivates innovation and drives engagement with stakeholders.
• Manages conflict to find common ground.
• Self-starting and motivated individual.
• Excellent interpersonal skills including the ability to work as part of a team.

Specialized Or Technical Knowledge

• Advanced level of proficiency in Microsoft applications (Word, Excel, PowerPoint, Outlook, and SharePoint); familiarity with MS Access and SAP.
• Experience with business intelligence tools such as PowerBI, Spotfire, Tableau, etc.
• Experience supporting HSE management software, such as Sphera, Intelex, or Enablon.
• Ability to assemble data and analyze trends and exceptions to improve HES management systems and performance.