Administrative Assistant: III

One of our major oil and gas clients is seeking a Administrative Assistant III to work on an 1-year assignment in their facilities in Sabine Pass, TX.

Summary: The Project Turnover Administrative Coordinator provides administrative and coordination support to the team responsible for system turnover and transition to Operations. This role focuses on organizing documentation, tracking progress, and supporting communication to help ensure an efficient and well-documented handover process.
The position serves as a support function to the turnover team, helping maintain structure, visibility, and consistency across turnover activities without direct responsibility for technical turnover execution. This position is based within a TWIC-required area and requires regular onsite presence supporting turnover coordination and interaction with Operations and project personnel.

Responsibilities

• Provide administrative support to the turnover team, including documentation organization and recordkeeping.
• Assist in compiling and printing mechanical completion walkdown packages, including drawings, open ITR lists, and completion records.
• Maintain organized files and tracking systems for turnover-related documentation.
• Support preparation of materials, keys, and other physical items for turnover activities.
• Manage and maintain SharePoint sites, turnover dashboards, and distribution lists.
• Coordinate office logistics, including general support and interface with site facilities.
• Prepare routine correspondence, reports, meeting notes, and spreadsheets.
• Support onboarding and offboarding processes for turnover personnel.
• Maintain turnover tracking logs, databases, and shared documentation systems.
• Record meeting notes during turnover and coordination meetings.
• Track action items, document status updates, and follow-ups as directed by the turnover team.
• Assist in maintaining punch lists and status reports for visibility and reporting purposes.
• Schedule turnover-related meetings, system reviews, and coordination sessions.
• Support daily meetings by managing attendance, distributing agendas, and recording action items.
• Assist with calendar management for turnover leads and supporting personnel.
• Coordinate site-specific training for team members and new hires.
• Coordinate with site security for new hire badging and access requirements.
• Distribute meeting materials, updates, and communications to relevant stakeholders.
• Support communication between the turnover team and Operations, Maintenance, Engineering, and other departments.
• Assist in distributing status updates, reports, and documentation as needed.
• Help ensure information is shared consistently and in a timely manner across teams.
• Provide day-to-day administrative support to turnover leadership and team members.
• Maintain confidentiality and professionalism in handling project and operational information.
• Support logistics such as meeting setup, document preparation, and coordination of turnover-related activities.

Requirements

• High school diploma required; associate or bachelor’s degree preferred.
• 3–5 years of administrative experience, preferably in industrial, construction, or operations environments.
• Experience supporting project teams, turnover processes, or document control systems is preferred.
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Excel, Teams, and OneNote.
• Experience working with SharePoint and document management systems is preferred.
• Excellent organizational and time management skills.
• Ability to manage multiple tasks and provide reliable administrative support in a structured environment.
• Strong written and verbal communication skills.
• Ability to obtain and maintain TWIC credentials.
• Strong organizational and documentation skills
• Attention to detail and accuracy
• Dependable administrative support and follow-through
• Clear communication and coordination
• Ability to support structured processes and team workflows
• Onsite presence required within a TWIC-controlled operational and project environment.
• Ability to work in both office and field-adjacent settings in support of turnover activities.