Turnaround Admin/Document Control Specialist

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&ID’s per turnaround planning guidelines.
• Provides support to planning in development of field isometrics.
• Manages 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.

Qualifications

• 5-10 years of experience in an industrial, project, or construction environment; will consider education in lieu of experience.
• Proven experience managing large volumes of technical documentation (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.