Document Controller

Description

The Turnaround Administrative Assistant / Document Controls Specialist provides vital administrative and document management support to the turnaround team throughout all project phases-planning, execution, and closeout. This role ensures that documentation, communication, and coordination flow efficiently between all stakeholders, contributing directly to the turnarounds safety, schedule, and cost objectives. The position also performs a critical function for the TA planning team by reviewing and processing all job packages.

• Annotates (initial mark-ups) and maintains project P&IDs per turnaround planning guidelines.
• Maintains the turnaround database (TADB) file for the turnaround and supports data entry into the database
• Generates standard weekly and monthly reports
• Manages office space and sets up new personnel with office equipment.
• Sets up meetings and lunches as required.
• Maintains the turnaround project plot plans including layers for density location, crane utilization, equipment type locations, and temporary facilities.
• Provides TADB system training and technical support.
• Maintains office equipment (i.e., copier, printer, fax, etc.), office supplies, and vending machines.
• Supports planning data reproduction and distribution processes.
• Provides support to planning in development of field isometrics.
• Enters initial scope information into the database;
• Supports the site TA team as the Admin Assistant and Document Controller.
• Ensures data validity;
• Creates IDs and passwords for new users of the TADB.
• Collects and organizes documents and files for post-turnaround archiving.
• Facilitates the Issue for Review (IFR) process.
• Maintains the turnaround shared directory and TeamShare site.
• Maintains the turnaround paper and electronic filing systems including drawing files.
• Maintains turnaround scope change data (appeals system).
• Updates the database.
• Supports the development and maintenance of planning data and turnaround package data.
• Maintains turnaround correspondence and meeting minutes files as needed.
• Performs daily review of change order entries and reports status to Lead Planner
• Supports turnaround project controls (e.g., time entry, change order logs, etc.).
• Provides onboarding for new team members.

Requirements

• Bachelors degree preferred.
• High school diploma or equivalent required.
• Working knowledge of turnaround processes and planning workflow a plus.
• 3-5 years of administrative experience in an industrial, maintenance, or construction environment; turnaround experience strongly preferred. Will consider education in lieu of experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams); experience with AutoCAD, IPS, P6, or similar systems is an advantage.
• Experience coordinating between multiple teams (planning, operations, contractors, safety, procurement) under tight deadlines.
• Proven experience managing large volumes of technical documentation and turnaround records (work packages, drawings, reports, etc.).
• Familiarity with document control systems, databases, and project management tools.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance