o Enters initial scope information into the database;
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.
Generates standard weekly and monthly reports.
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.
Annotates (initial mark-ups) and maintains project P&ID’s per turnaround planning guidelines.
Supports the site TA team as the Admin Assistant and Document Controller.
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.
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 turnaround’s safety, schedule, and cost objectives. The position also performs a critical function for the TA planning team by reviewing and processing all job packages.
Maintains turnaround scope change data (appeals system).
o Ensures data validity;
o 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.
High school diploma or equivalent required.
Working knowledge of turnaround processes and planning workflow a plus.
Bachelor’s degree preferred.
Duration: 12 months, extendable
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.
3–5 years of administrative experience in an industrial, maintenance, or construction environment; turnaround experience strongly preferred. Will consider education in lieu of experience.
Pay Rate: $30-36/hr