Back Office Representative

Job description

Solvay is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristics.

Solvay is a multi-specialty chemical company committed to developing chemistry that addresses key societal challenges. We innovate and partner with customers in diverse global end markets. Solvay Peroxides is the global leader in hydrogen peroxide, both in market share and technology. Hydrogen peroxide is mainly used by the paper industry to bleach pulp. Its properties are also of interest to many applications such as chemicals, food, textiles and the environment.

Job Overview and Responsibilities:

Mission:
To manage within own perimeter and in compliance with all regulations and company polices, the physical flows and documentation of finished goods within a particular supply chain operation (packaging, storage, material handling, and/or transportation) in order to ensure that the finished goods are made available on time and meeting or exceeding the customers’ expectations.

Main Output:
- Safe operations and compliance with Solvay Life Saving Rules and Site Safety Rules
- Finished goods order fulfillment while meeting or exceeding customer expectations
- To generate and distribute shipping documentations following DOT regulations and company policies
- To update and maintain all finished goods inventory 
- To update, maintain and order all raw materials, packaging materials and supplies for finished goods
- To support initiatives related to continuous improvement

Performance Criteria:
- QHSE and compliance
- On time shipment of finished goods
- Accurate, timely and up to date finished goods inventories 
- Customer complaint ratio
- Internal audits and inspections
- Inventory accuracy and not stocking out of packaging materials and supplies or raw materials used in finished goods processing 

Key Responsibilities:
- Comply with QHSE (Quality, Health, Safety and Environmental) regulations and company policies
- Support the manager regarding the compliance with QHSE rules, regulations and policies
- Ensure that own activities and initiatives respect the QHSE rules, regulations and policies
- Assist in incident investigations and implement assigned action

Finished Goods Processing 
- Assist management at critical moments in order to realize the production plans and on time shipment 
- Review open shipping orders to determine quantity and type of transportation needed as well as any customer specific request then plan and execute order fulfillment
- Prepare and distribute all necessary documents for shipment of finished goods and equipment (via railcar, trailer, ISO or small packaging) while meeting DOT regulations
- Prepare and package sample request
- Communicate with railroad personnel (internal and external) to ensure movement and billing of railcars
- Schedule carriers for packaged goods shipments by contacting specific/non-specific carriers in a timely manner to ensure on time shipments
- Communicate with carrier dispatch and/or driver to make arrangements and to issue instructions for the pick-up and delivery of products. 
- In depth knowledge of product and customer specifications
- Plan and issue loading /packaging schedules for the finished goods area
- Maintain accurate and current filing of quality records generated from finished goods processing

Materials management
- Maintain accurate finished goods inventory; coordinate physical inventory counts and reconcile SAP to ensure accurate inventory
- Execute inventory management systems for packaging materials, supplies and raw materials; reconcile SAP with the physical count to ensure accurate information is kept in SAP and to prevent stocking out of packaging materials, supplies and raw materials
- Support and assist with accounting month end close process and reconciliation 
- Ensure product labeling and packaging meet regulatory requirements, customer requirements and/or company polices

Transportation Fleet Coordination
- Coordinate fleet maintenance with commercial supply chain for Peroxides and Special Chem
- Ensure proper documentation and records are kept
- Ensure fleet is repaired in a timely manner and follow up when the fleet will return to service
- Coordinate critical raw materials returns and execute request made in regards to this fleet
- Coordinate with 3rd party vendor for fleet repairs, modifications, preventive maintenance, etc.

Manage internal and external interaction and collaboration
- Act as a liaison for back office matters towards other departments, suppliers and customers
- Develop documentation about these processes
- Compile all kinds of documents and data to prepare reports for management and commercial teams.

Other job specific responsibilities
- Gather data and track measures at the request of management for key performance indicators (KPIs), key activity indicators (KAIs), overall equipment effectiveness (OEE) or tracking systems in that could be related to quality, preventive maintenance, etc.
- Must be able to backfill in all facets of the counterpart Back Office Representative role
- Clerical tasks such as ordering office supplies, coordinating department activities, mailing items, etc
- Primary contact for GBU Special Chem customers in supplying product and services as requested and to assist customers with any problems or discrepancies concerning customer service

Education and Experience:

- High school diploma or GED required
- Minimum of 2 years in a logistics setting, utilizing SAP

- Ability to work effectively with relevant computer software such as Microsoft Excel, Outlook, PowerPoint, Word, SAP, Aspen Process Explorer

- Site expert for SAP materials management and finished goods processing transactions

- Understand product specifications and the effects of cross contamination of products.

- Must keep up to date on Department of Transportation (DOT) training (49 CFR, IMDG, IATA).

- Must be able to manage multiple tasks at once and work in an autonomous manner.

Skills:

Physical/Mental Requirements

- Constant, concise and accurate use of the English language when communicating orally and in writing

- Perform under stress when confronted with emergency or critical deadlines in which working speed and accuracy, along with sustained attention, are critical to success

- Near acute vision allowing an individual to read normal size type within 20 inches with or without corrective lenses.  Additionally, the ability to identify and distinguish color

- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 

- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

- Remain in the normal seated position while working for extended periods or remain standing for extended periods of time

- Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, codes, drawings and governmental regulations.  Ability to write reports, business correspondence and procedure manuals

- Flexibility in work schedule to meet the needs of the plant and meet target completion dates