Job Description

The Turnaround Administrative Assistant / Document Controls Specialist provides vital administrative and document management support to the turnaround team throughout all project phases—planning, execution, and closeout. This role ensures that documentation, communication, and coordination flow efficiently between all stakeholders, contributing directly to the turnaround’s 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:

• 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.
• 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.

Qualifications

• 3–5 years of administrative experience in an industrial, maintenance, or construction environment; turnaround experience strongly preferred. Will consider education in lieu of experience.
• Proven experience managing large volumes of technical documentation and turnaround records (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.

Education:

• High school diploma or equivalent required.
• Bachelor’s degree preferred.

Additional Information

On-site presence and requirements may change depending on our client's needs

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/ and https://www.heery.com/

All your information will be kept confidential according to EEO guidelines.

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_It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. _

_Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review. _