One of our major oil and gas clients is seeking a Turnaround Admin/Document Control Specialist to work on a 12-month assignment in their facilities in Superior, WI.
Summary:
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.
Responsibilities:
- Supports the site TA team as the Admin Assistant and Document Controller.
- Maintains the turnaround database (TADB) file for the turnaround and supports data entry into the database
- Enters initial scope information into the database;
- Ensures data validity;
- Updates the database.
- Provides TADB system training and technical support.
- Creates IDs and passwords for new users of the TADB.
- Maintains the turnaround paper and electronic filing systems including drawing files.
- Supports the development and maintenance of planning data and turnaround package data.
- Maintains turnaround scope change data (appeals system).
- Supports planning data reproduction and distribution processes.
- Generates standard weekly and monthly reports
- Maintains the turnaround shared directory and TeamShare site.
- Maintains turnaround correspondence and meeting minutes files as needed.
- Supports turnaround project controls (e.g., time entry, change order logs, etc.).
- Maintains the turnaround project plot plans including layers for density location, crane utilization, equipment type locations, and temporary facilities.
- Annotates (initial mark-ups) and maintains project P&IDs per turnaround planning guidelines.
- Provides support to planning in development of field isometrics.
- Maintains office equipment (i.e., copier, printer, fax, etc.), office supplies, and vending machines.
- Manages office space and sets up new personnel with office equipment.
- Provides onboarding for new team members.
- Sets up meetings and lunches as required.
- Collects and organizes documents and files for post-turnaround archiving.
- Performs daily review of change order entries and reports status to Lead Planner
Facilitates the Issue for Review (IFR) process.
Requirements:
- High school diploma or equivalent required.
- Bachelors degree preferred.
- 3-5 years of administrative experience in an industrial, maintenance, or construction environment; turnaround experience strongly preferred. Will consider education in lieu of experience.
- 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.
- Working knowledge of turnaround processes and planning workflow a plus.
- Experience coordinating between multiple teams (planning, operations, contractors, safety, procurement) under tight deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams); experience with AutoCAD, IPS, P6, or similar systems is an advantage.
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