Our client, a major Oil and Gas company, is looking for a Document Administrator II to work on a 12 months contract in Rodeo, CA
Position Overview
Rodeo Refinery is seeking an experienced Document Administrator II to support the Maintenance Department. This role will split responsibilities approximately 50% Document Control and 50% SAP/CMMS administration.
The ideal candidate will bring strong experience in document control practices—preferably in a refinery or industrial setting—along with SAP proficiency, analytical capability, and excellent organizational and communication skills.
Key Responsibilities
- Promote and support a strong safety culture in all work activities
- Manage maintenance documentation processes, including creation, review, approval, and distribution
- Develop and maintain procedures, forms, reports, spreadsheets, and correspondence
Perform data entry and maintain accurate records in SAP (CMMS)
- Equipment hierarchy
- Characteristics
- Bills of Materials (BOMs)
- Process Fiori approval requests for equipment, functional locations, and BOM updates
- Create repair folders and document maintenance work performed on refinery equipment (pumps, compressors, turbines, valves, heat exchangers, tanks, instrumentation)
- Analyze repair documentation to identify root causes and assign problem/cause codes
- Run and interpret SAP reports and notification summaries
- Prepare daily maintenance documentation packages for supervisors
- Partner with Maintenance Planner and Scheduler to support on-time completion of Preventive Maintenance (PM), including critical equipment
- Maintain spare parts lists and assist with procurement tracking
- Track and report equipment reliability and maintenance performance metrics
- Manage audit documentation and support compliance processes, including Management of Change (MOC)
- Maintain document control systems (e.g., Livelink), including scanning, indexing, and distribution
- Manage documentation for new equipment and maintain manufacturer manuals library
- Identify and implement improvements to documentation processes and workflows
- Coordinate schedules and maintain tracking tools for documentation and equipment records
- Communicate effectively with cross-functional teams and stakeholders
- Support special projects and additional duties as assigned
Required Qualifications
- Legally authorized to work in the U.S.
- High school diploma or GED
- 3+ years of experience in document control, maintenance support, or CMMS administration
- Prior SAP experience
- Proficiency with Microsoft Office (Excel and Word)
- Valid TWIC Card
- Valid Driver’s License (travel in company vehicle may be required)
- Completion of HASC (site-specific safety training)
- Ability to pass background check and drug screening (ASAPcheck)
Preferred Qualifications
- Experience in a refinery or industrial environment
- Experience creating repair folders and maintaining equipment documentation
- Strong experience with SAP reporting, analytics, and master data management
- Familiarity with maintenance workflows and reliability tracking
Additional Requirements
- Must be able to wear standard PPE, including FRC and safety shoes
- Strong organizational, time management, and analytical skills
- Effective written and verbal communication skills
- Ability to manage multiple priorities in a structured, fast-paced environment
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