Plant Coordinator

About Petrolube:

Petrolube is the largest lubricants producer and supplier in Saudi Arabia.

Home to the iconic Petromin brand, Petrolube offers customers superior quality products that meet their evolving needs. We do this through an unrivalled range of high-quality, increasingly sustainable, and diverse portfolio of brands.

Job Summary:

Provide secretarial and administrative support to Plant Manager Jeddah plant, by recording the plant expenditures, compiling the time sheets and labor overtime records, and maintaining suppliers.

Act as plant’s IT focal point to resolve staff’s IT related issues.

Key Responsibilities:

Petty Cash/Expense Report

Make expense reports for the expenses incurred at the Jeddah plant to keep records of all expenditures as per the budget allocation. Includes following:

• Receive all invoices from plant purchase.
• Allocate the expenses to respective cost canters and enter in system.
• Tracking the Payment and Approval Status for the submitted claims through System.
• Making required follow-ups and reporting to Plant Manager, if required extra supports.

Time Sheets, Overtime and Shift Allowance Allocation

Make time sheet, over time records and shift allowance for the staff to calculate their respective monthly salary. This includes:

• Collect the report from system and calculate the work hours for each staff.
• Forward time sheet for contract staff to Plant Manager for approval.
• Send the approved time sheet to respective contractors, for processing monthly salaries for respective employees.
• Allocation of shift allowance for company employees.

Filing Documents

Keep all the records/documents in files in a manner that these are easily accessible whenever required. This includes:

• Open different file for the respective documents.
• Filing copy of invoices and sending original for payment to finance.
• Check each document on receipt, carry out required action, file the copy, and send original to Head Office.
• Filing of employee related documents
• Filing Supplier contracts

IT Support

Co-ordinate with IT to resolve IT related issues at Jeddah plant. This includes:

• Troubleshooting the issues and report to IT.
• Visit the staff reporting IT related issues to resolve their complaint.
• Get administrative access, if required, from IT head office and then resolve the problem.
• Arrange remote access for the IT at head office to the staff’s computer if the issue is not resolved locally.

HR & Administrative Support

Provide the HR & administrative support to all operation staff at the plant to complete day to day work formalities. This includes:

• Draft letter for Production Manager for service providers.
• Handle all incoming/outgoing postal/calls.
• Preparation and sending of announcement mails on behalf of Plant Manager.
• Prepare staff leave requests.
• Handle travel requests.
• Coordinate with travel agents for issuing tickets for employees.
• Coordinate with Contractors for any contract employee related issues.
• Coordinate with Contractors & HR for hiring new employees
• Keeping training records for the plant staffs.

Permit Issuance and Entry to Jeddah Plant

Coordinate with JP Security team for issuance of permits and their process. This includes:

• Filing and reviewing of Early out gate passes for employees.
• Collecting required documents from visitors to issue the VGP.
• Issuance of Visitors Gate Pass through system and coordinate with JP security for smooth entry.
• Coordinate with JP Security for issuance of Work permits for temporary labors and other contract workers.
• Issue exit permits for vehicles to take out the materials from JP.
• Coordinate with Security team to issue/renew of staff ID cards.
• Coordinate with Security team to issue/renew of vehicle entry permits.

Jeddah Plant Scrap Sales Management

Handling scarp selling and their documentation. This includes:

• Coordinating with the Scrap handling staff at backyard for timely shifting/loading of scrap waste.
• Issuing exit permits for scarp collecting vehicles
• Filing all the records related to scarp selling.
• Coordinating with the scarp customer for timely deposition of scrap amounts collected to company accounts.
• Handling financial records of scrap amounts and materials sold.
• Follow up with Finance & Treasury team for Scrap Manual Invoice and Cash receipt for the closed scrap amounts.
• Be a part of the committee for negotiation of scrap amounts and implementation of contracts as per business needs.

Waste Removal Management

• Monitoring timely removal of sewage/trash wastes from JP.
• Handling records and documents related to waste removal.

Stationary Store Keeping

Responsible to maintain the required level of stationary items at JP stationary store.

• Replenish the stock for stationary before it gets dries out.
• Keep record for gift and stationary items
• Handling of distribution and keeping enough stock of uniforms for Plant staff.
• Keeping enough stock for Booklets, stickers, etc. related to production.

ACA Submission

• Preparation and submission of all approved CAPEX projects
• Tracking and Follow-ups for submitted ACAs.

PR Creation & Tracking

• Coordinate with Procurement department to get the required quotations
• Creating PR as per the available quotation.
• Keeping track of PRs and following up with Procurement for POs.

Invoice Processing, Submission & Expense Tracking

• Submission of Invoices to Procurement/Finance on timely basis.
• Proper allocation of expenses to the respective cost center.
• Tracking and follow up for payment of invoice.

Reports & Dashboards

• Track and update sustainability reports
• Monthly PIMS reports
• Update Production DATA on EMS Dashboards

Vacations Support

Performs duties of other staff members when they are on leave to have a smooth operation at the plant. It includes:

• Support to complete duties for Operational Coordinator in his absence.
• Complete responsibilities and duties assigned on behalf of Operation Coordinator.

Job Knowledge:

Academic:

Bachelor’s degree, IT background

Additional Training:

• Office 365

Related Work Experience

2-3 Years

Language skills:

English is essential. Arabic preferred.