The Turnaround Administrative Assistant / Document Controls Specialist provides vital administrative and document management support to the turnaround team throughout all project phases鈥攑lanning, execution, and closeout. This role ensures that documentation, communication, and coordination flow efficiently between all stakeholders, contributing directly to the turnaround鈥檚 safety, schedule, and cost objectives. The position also performs a critical function for the TA planning team by reviewing and processing all job packagesSupports the site TA team as the Admin Assistant and Document Controller.
*We are looking for candidates local to the Superior, WI area only. Role will be onsite at the Superior Refinery. There will be no per diem for this role. Project start date Jan 2026 for a 1 year contract.
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鈥檚 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.
- SOX control responsibilities may be part of this role, which are to be adhered to where applicable.