Operations Administrative Assistant

W.R. Grace & Co.; Baltimore (MD); On-site; USD 42,000 - 56,000; Full time

Job summary

Grace, a leading global chemical supplier, is seeking an Administrative Assistant to join our team in a manufacturing environment in Maryland. You will handle timecard processing, purchasing support, records management, and daily office operations to ensure smooth plant workflows.

Ideal candidates have 2–3 years of administrative experience, a High School diploma or GED, and solid computer skills. Safety awareness and ability to work in a unionized setting are valued in our collaborative culture.

Qualifications

• High school diploma or GED required with 2–3 years in admin/ops support.
• Strong basic math and data entry skills.
• Proficient with standard office software and documentation practices.
• Experience in industrial/manufacturing environment a plus.

Responsibilities

• Review and reconcile plant timecards and attendance using Kronos/UKG.
• Process purchase requisitions and purchase orders in SAP; liaise with vendors.
• Maintain plant records, safety documents, and meeting minutes.
• Greet visitors, manage access, and coordinate meetings and training sessions.

Skills

Administrative experience

Time management

Computer literacy

Education

High School Diploma or GED

Tools

Kronos/UKG

SAP

Job description

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Grace, established in 1854, is a Standard Industries company and a leading global supplier of specialty chemicals and solutions that enable industries to enhance modern life. Our customers use our catalysts, engineered materials, process technologies and fine chemicals to manufacture everyday products – like renewable fuels, pharmaceuticals and food packaging – better, faster and smarter. Our thousands of employees work to harness the power of science for a better world at our global headquarters in Columbia, Maryland and locations worldwide.

Grace Global Business Services (GBS)

At Grace Global Business Services (GBS) in Manila, Philippines, our teams play a critical role in supporting the organization’s worldwide operations. For more than a decade, GBS has been a trusted partner, delivering expertise in shared services, process excellence, and digital enablement. Our team members support business lines and functions across Grace, including Finance, Human Resources, Information Technology, Procurement, Supply Chain and more.

At GBS, you’ll have the opportunity to make an impact—working alongside global colleagues to help shape the chemical manufacturing industry.You’ll be part of a collaborative, team-oriented culture where safety comes first. We prioritize your well-being by offering competitive benefits and flexible working options that help you thrive. Here, you’ll find meaningful ways to grow your career, whether deepening your expertise in your field or exploring new roles.

Job Description

Built on talent, technology, and trust, Grace is a leading global supplier of catalysts and engineered materials. The company’s two industry-leading business segments—Catalysts Technologies and Materials Technologies—provide innovative products, technologies, and services that enhance the products and processes of our customers around the world. Grace employs approximately 4,300 people in over 30 countries.

W. R. Grace is seeking a motivated Administrative Assistant to join our team in a chemical manufacturing environment. In this role, you will safely handle, store, and transport raw materials and finished products using powered industrial trucks (forklifts), perform routine minor equipment maintenance, and maintain essential quality and housekeeping standards. A strong commitment to safety is required, as all employees share responsibility for adhering to site-wide Environment, Health, and Safety (EHS) policies and emergency response procedures.

• Timecard Review & Reconciliation: Daily review of plant employee timecards in Kronos to verify hours worked, meal breaks, and overtime.
• Union Rules & Pay Differentials: Apply Collective Bargaining Agreement (CBA) rules to ensure accurate calculation of shift differentials, call-in pay, weekend premiums, holiday pay, and overtime rules.
• Attendance & Absence Tracking: Track planned/unplanned absences, FMLA, sick leave, and union official time; flag discrepancies or attendance policy violations for management.
• Payroll Pre-processing: Work closely with operations and HR to resolve timecard exceptions, missed punches, and payroll discrepancies before submission deadlines.

Procurement & Supply Chain (SAP)

• Purchase Requisitions & Orders: Create, process, and track purchase requisitions (PRs) and purchase orders (POs) in SAP for plant supplies, office equipment, and operational consumables.
• Goods Receipt (GR) Processing: Perform Goods Receipts in SAP upon delivery of tools, personal protective equipment (PPE), or office inventory, verifying packing slips against physical deliveries.
• Vendor & Invoice Management: Liaise with vendors, suppliers, and accounts payable to resolve invoice holds, PO mismatches, or shipping delays.
• Inventory Monitoring: Maintain stock levels for critical plant floor and administrative supplies (e.g., standard forms, safety gear, office stationery) and reorder as necessary.

Site Operations & Basic Administrative Tasks

• Document & Record Management: Organize and archive plant records, maintenance logs, safety meeting minutes, and union grievance documentation while maintaining strict confidentiality.
• Facility & Visitor Logistics: Greet visitors, contractors, and delivery drivers; enforce site access badge protocols and safety sign-in requirements.
• Meeting & Event Coordination: Schedule internal plant meetings, union-management committee meetings, and training sessions; prepare agendas, take minutes, and arrange catering.
• Communication & Mail Handling: Distribute incoming mail, packages, and plant-wide announcements; respond to routine phone calls and email inquiries.
• Office Equipment Maintenance: Serve as the main point of contact for office equipment servicing (printers, copy machines, breakroom supplies).

Physical Requirements and Environment

• Ability to follow safety protocols and standards working in a laboratory environment with highly hazardous materials
• Must be willing to wear PPE (Personal Protective equipment) including but not limited to hard hat, protective eyewear, steel-toed boots, hearing protection, Level A suit, full face respirator
• Must be able to stand, walk, sit, climb, balance, stoop, kneel, crouch, crawl, and climb stairs and ladders over 100 ft.
• Ability to work in a high hazard environment, including adverse weather conditions, elevated spaces, confined spaces, extreme temperatures, and noisy surroundings.

Required Qualifications

• High School Diploma or GED equivalent.
• Minimum of 2–3 years of administrative, office management, or operations support experience in an industrial, manufacturing, or shift-based facility.
• Capability to perform basic math calculations and read/follow packaging specifications.
• Basic computer literacy to access electronic work instructions, print specifications, and complete digital documentation/logs.
• Physical ability to work in a heavy industrial manufacturing environment, stand/walk for extended periods, lift required weights and wear all required Personal Protective Equipment (PPE).
• Flexibility to work weekends, extended overtime, and holidays if needed.

Preferred Qualifications

• Hands-on experience operating Kronos / UKG for daily timecard edits, exception handling, and pre-payroll auditing.
• Demonstrated proficiency with SAP (specifically creating Purchase Requisitions, issuing Purchase Orders, and processing Goods Receipts).
• Working knowledge of operating within a unionized environment and interpreting Collective Bargaining Agreement (CBA) rules regarding overtime, shift premiums, and time-off tracking.
• Familiarity with plant safety protocols, site visitor access procedures, and basic EHS/OSHA document control.

Grace is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at Grace via email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of Grace. No fee will be paid in the event the candidate is hired by Grace as a result of the referral or through other means.