Turnaround Project Administrator

Provides administrative and coordination support for turnaround activities, including document control, reporting, meeting coordination, training administration, communications, and record management. Ensures accurate tracking of turnaround documentation, supports planning and reporting efforts, and helps maintain effective communication and organization throughout the turnaround lifecycle.

• Provide administrative and office support to the Turnaround department.
• Maintain project files, records, documentation, and HFS intranet site
  - Share Point
• Create and obtain approval for a document control and storage plan.
• Roll out and maintain the document/information management matrix.
• Work Package & Data Management
• File and track job packages either at site shared drive or in turnaround program Mach1
• Input CMMS data (BOMs, task lists, notifications).
• Maintain logs for:
  Added work, Removed work, Risk register, Action items and Planning status

• Track and report audit items.
• Track equipment closure paperwork.
• Track startup assurance paperwork.
• Support turnaround planning, scheduling, and reporting activities.
• Assist with labor, equipment, productivity, and cost reporting.
• Compile and distribute routine and ad hoc reports as required.

• Coordinate turnaround meetings.
• Document Core Team meeting minutes.
• Document Strategy Team meeting minutes.
• Distribute meeting minutes and action items.

• Define, create, and execute the communications plan.
• Issue site-wide monthly turnaround newsletters.
• Define and maintain field communication centers.

• Develop a comprehensive turnaround training plan.
• Develop discipline-specific training programs.
• Complete operations procedures training.
• Prepare startup refresher training materials/packages.
• Deliver startup refresher training.
• Support onboarding activities.
• Maintain badging records.
• Maintain training records.
• Support site access requirements.

• Detail oriented
• Self-directed
• Teamwork and peer leadership skills
• Excellent verbal and written communication skills
• Strong organizational and administrative skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Experience with project management or document control systems
• Ability to manage multiple priorities in a fast-paced turnaround environment.

• High School Diploma or GED.
• Minimum of 5 years of experience in project administration and document control.

• Associate degree in Business Administration, Project Management, or a related field.
• Minimum of 3 years of refinery, petrochemical, or turnaround experience.