Information Management Coordinator

Overview

One of our major oil and gas clients is seeking an Administrative Coordinator to work on a 6‑month assignment in their facilities in Deer Park, TX. The Administrative Coordinator provides engineering‑focused administrative, document control, systems, and coordination support to Electrical, Reliability & Mechanical, Pressure Equipment Integrity teams. This role enables effective MI program execution by ensuring documentation, data, workflows, and follow‑through are organized, visible, and reliable.

• Department Administration
  • Provide administrative and operational support to MI leadership, staff, and contractors.
  • Coordinate calendars, priorities, and scheduling for MI leadership.
  • Organize leadership meetings, staff meetings, planning sessions, and cross‑functional reviews.
  • Prepare agendas, presentations, meeting minutes, and track action items and follow‑ups.
  • Support team events, training sessions, workshops, offsites, and associated travel logistics.
  • Ensure office supplies are well‑stocked and meeting facilities contain all necessary equipment for facilitation.
• MI Document Control & SharePoint Administration
  • Administer SharePoint sites, libraries, permissions, and structures.
  • Maintain document control standards including naming conventions, metadata, versioning, and retention requirements.
  • Ensure MI documentation is complete, current, searchable, and accessible to authorized users.
  • Identify documentation gaps and coordinate closure with responsible engineers, specialists, and stakeholders.
  • Support document standardization, cleanup, migration, and continuous improvement efforts.
• Enablon Administration & Systems Coordination
  • Serve as the administrative gatekeeper and coordination focal point for MI activities within Enablon.
  • Support setup, assignment, tracking, and closure of Enablon actions, investigations, inspections, and MI workflows.
  • Maintain Enablon user access, roles, and visibility for MI personnel.
  • Ensure alignment between Enablon actions, SAP S/4
    
    HANA data, and SharePoint‑controlled documentation.
• SAP S/4
  
  HANA, Data & Systems Alignment
  • Act as administrative SAP S/4
    
    HANA coordination point for the MI teams to compile notifications, work orders, and equipment records.
  • Generate standard reports and data extracts to support planning, reviews, audits, and leadership visibility.
• Workflow Tracking, Action Management & Power BI Reporting
  • Track action items related to MI inspections, MOCs, investigations, audits, and reviews.
  • Maintain action and documentation visibility using Microsoft Teams, Planner, and SharePoint lists.
  • Maintain MI related Power BI dashboards used for visual management and leadership reporting.
• Contractor, Team Coordination & Lifecycle Support
  • Coordinate onboarding and offboarding for staff and contractors including systems access, SharePoint orientation, and documentation handover.
  • Maintain distribution lists, permissions, and standardized collaboration environments.
  • Coordinate contractor documentation, forms, and administrative compliance requirements.
  • Serve as an administrative interface with peer coordinators, IT, Facilities, Business Services, and Records Management.
  • Act as floor warden.

• Strong proficiency in Microsoft Office, Teams, SharePoint, and Power BI.
• Working knowledge of IDMS and CMMS or similar enterprise systems.
• Excellent organizational, documentation, and follow‑through skills.
• Ability to manage confidential and sensitive information with professionalism and discretion.
• Demonstrated ability to work independently in a fast‑paced, operations‑focused environment.
• High school diploma or GED required; college coursework or degree preferred.
• 5+ years of experience supporting engineering, technical, operations, or Mechanical Integrity organizations.