Project Administrator

Duration:        0-6+ Months
Shift:              1st Shift (Mon - Fri)

Job Description:
BASIC FUNCTION:
The TAR Administrative Assistant provides comprehensive administrative, coordination, and document-control support across all phases of the Turnaround (TAR). Reporting directly to the TAR Superintendent, this role supports TAR leadership, maintains organized documentation systems, enables effective communication, and ensures smooth execution from conceptual planning through post-TAR closeout.
 
CORE COMPETENCIES:
•Delivers high-quality, reliable performance
•Adapts effectively to changing business needs
•Takes initiative and leads when required
•Works collaboratively to achieve team goals
•Makes informed, timely decisions
•Identifies and implements innovative solutions
•Proficient in Microsoft Word, Excel, PowerPoint, and all turnaround-related software tools
 
RESPONSIBILITIES ACROSS TAR PHASES (CONCEPTUAL THROUGH POST-TAR):
 
Document Control & Work Management:
•Maintain all TAR-related documents throughout each project phase
•Maintain structured electronic filing systems and shared drive directories
•Manage incoming and outgoing document control processes, including logs, distribution, copying, and transmittals
•File, copy, track, and distribute work packages;support planners as needed
•Support the Additional Work Request (AWR) process
•Ensure accurate archiving and traceability of all documentation
 
Planning, Scheduling & Coordination:
•Support development and continuous updates of the TAR workflow process
•Track milestones, tasks, and action items to ensure timely completion
•Schedule rooms, meetings, travel, and appointments for TAR leadership
•Manage onboarding for TAR team members (IT access, joiner requests, phones, workspace setup)
•Maintain office equipment, supplies, and overall office organization
•Coordinate lunch-and-learns, team-building events, and engagement activities
•Maintain communication between the TAR team and all site departments
 
Communication & Reporting:
•Assist in preparing and distributing TAR status updates and progress communications
•Record, maintain, and distribute meeting minutes and related documentation
•Serve as the central point for receipt and transmittal of all TAR documentation
•Receive and direct visitors;manage internal mail distribution and communications
 
General Administrative Support:
•Perform clerical tasks such as photocopying, mailing, scanning, organizing
•Provide daily administrative support to all TAR leadership
•Support buyer with documentation processing and procurement-related administrative tasks
•Assist TAR leads with clerical, administrative, or support needs
 
Financial & Requisition Support:
•Support requisition creation and processing as requested by TAR leadership
•Provide monthly cost forecasting and progress payment status updates
•Assist in preparing and submitting AFE (Authorization for Expenditure) requests
•Track and process accruals to ensure accurate period financial reporting
•Support Work Order creation, updates, and financial documentation as needed
•Maintain alignment between TAR execution progress and cost tracking requirements
•Annual Cost Center Forecast and Reporting
 
 
Closeout Responsibilities:
•Assist with final distribution of TAR documents and records
•Support closeout of files, work packages, and documentation systems
•Assist with end-of-event activities, final reporting, and archive preparation
•Submitted AFE Closure Report on schedule, with ongoing tracking and clear communication to TAR Leadership
•Finalized vendor billing closeout, ensuring full alignment with contract provisions.