Sr Administrative Assistant

W.R. Grace & Co.; Baltimore (MD); On-site; USD 42,000 - 58,000; Full time

Job summary

Grace is seeking an Administrative Assistant to join our site in Maryland's chemical manufacturing environment. You will manage day-to-day office tasks, coordinate travel, greet visitors, and support procurement and SAP processes.

This role requires a High School diploma, 2–3 years of administrative experience in industrial settings, and the ability to safely operate in a heavy manufacturing context while adhering to EHS policies.

Qualifications

• High School Diploma or GED equivalent.
• 2–3 years administrative/office experience in industrial setting.
• Ability to read packaging specs and perform basic math.
• Proficient with office software and digital records.
• Physically able to work in a heavy industrial environment and wear PPE.
• Willing to work weekends and extended overtime if needed.

Responsibilities

• Manage day-to-day office tasks, filing, and supplies.
• Coordinate scheduling, travel, and meetings for site leadership.
• Process vendor invoices and HR records using administrative software.
• Greet visitors and manage front desk communications.
• Support community outreach and company promotion activities.
• Handle procurement and SAP-related tasks.
• Maintain plant records and safety documentation.

Education

High School Diploma or GED

Tools

SAP

Kronos / UKG

Job description

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Grace, a Standard Industries company, is a leading global supplier of catalysts, engineered materials and fine chemicals. We provide innovative products, technologies and services which our customers use to manufacture everyday products like renewable fuels, pharmaceuticals, toothpaste, cosmetics, food packaging, beer, edible oils and more. Our thousands of employees help shape a better future at our global headquarters in Columbia, MD and locations worldwide.

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.

Administrative & Office Support

• Manage day-to-day office administrative tasks, including processing documentation, routing correspondence, maintaining filing systems, and ordering office supplies.
• Coordinate scheduling, travel arrangements, and meeting logistics for site leadership.
• Utilize administrative software systems (e.g., timekeeping, purchasing, or HR databases) to process vendor invoices, manage records, and assist with employee updates.
• Greet site visitors, manage front desk reception, and ensure smooth office communication.

Community Outreach & Company Promotion

• Serve as an ambassador for the company at local community events, career fairs, chamber of commerce functions, and volunteer initiatives.
• Plan, organize, and execute site-sponsored events, community outreach programs, and employee engagement activities.
• Build and maintain positive relationships with local schools, vocational centers, non-profit organizations, and civic associations to support talent acquisition and goodwill.
• Draft engaging promotional materials, newsletters, press releases, or social media content to highlight community involvement and company achievements.
• Coordinate corporate sponsorship requests, local donation initiatives, and volunteer schedules for staff.

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 pilot plant facility with highly hazardous materials
• Ability to work in a high hazard environment, including adverse weather conditions, elevated spaces, confined spaces, extreme temperatures, and noisy surroundings.
• Must be able to stand, walk, sit, climb, balance, stoop, kneel, crouch, crawl, and climb stairs and ladders over 100 ft.
• 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

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

• Community outreach experience
• 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.