Our client, a major Oil and gas company, is looking for a Turnaround Administrative Assistant to work on a 12 months contract in El Dorado, KS
Position Overview
Seeking a Turnaround Administrative Assistant to support the team with a strong emphasis on project controls and cost tracking. This role plays an important part in maintaining accurate documentation, supporting communication across multiple groups, coordinating information flow, and assisting with cost related activities during planning, execution, and post event review. The ideal candidate brings administrative experience in industrial or project environments, cost analyst capabilities, and the ability to adapt quickly to new software and systems.
Key Responsibilities
- Provide daily administrative support for planning, scheduling, cost, maintenance, operations, and contractor coordination
- Assist with meeting scheduling, agendas, note taking, action tracking, and follow up
- Maintain structured and accessible turnaround documentation throughout planning, execution, and post event review
- Support preparation and distribution of daily and weekly turnaround reports
- Track deliverables, readiness documents, approvals, and information across multiple stakeholders
- Assist with preparation of work packages and project controls support materials
- Enter and maintain cost data for labor, materials, equipment, and contractor expenses
- Review timesheets, invoices, and purchase orders for accuracy before routing
- Support cost trending, variance tracking, daily cost updates, and forecast preparation
- Prepare cost summaries, spreadsheets, and reports for leadership and project controls
- Assist with documentation of cost coding, audit trails, and data accuracy checks
- Maintain organized digital cost files and supporting documentation according to established standards
- Enter and update data within turnaround systems and project controls tools with accuracy
- Adapt quickly to new software and digital platforms used for planning, scheduling, and cost tracking
- Support document control including electronic file organization, naming conventions, and approvals
- Generate standard and ad hoc reports from ERP systems and turnaround databases
Qualifications
- 3-5 years of administrative experience in an industrial, refinery, or project driven environment
- Experience supporting cost tracking, timesheet or invoice processing, or project controls activities
- Strong proficiency in Microsoft Office, especially Excel
- Ability to learn and adapt to new software and digital tools quickly
- Excellent organization, communication skills, and attention to detail
- Ability to work a schedule of four tens and one eight
- Comfort operating in a fast-paced turnaround environment with shifting priorities
- Experience supporting refinery turnarounds or major maintenance events
- Familiarity with project controls terminology and workflows
- Experience using ERP systems such as SAP or similar platforms
- Local to Wichita or surrounding communities
- High sense of urgency and strong follow through
- Ability to support multiple teams and manage competing deadlines
- Professional communication with internal teams and contractor groups
- Strong problem-solving approach and ability to stay organized under pressure
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