Operations Administrative Assistant
W. R. GraceAbout the role
Requisition ID: 25140
About Grace
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.
Responsibilities
Timekeeping & Union Compliance (Kronos / UKG)
- 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, an
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