*Due to being an in-plant position, the below referenced job duties have been provided by the client:

 Schedule: 40 hours/week initially, increasing to a 7/12 schedule closer to turnaround execution.  

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Document Control Assistant – Requirements & Qualifications

The Document Control Assistant will support a high-volume Turnaround (TAR) Management Group and must be capable of managing technical documentation, maintaining revision control, and assisting multiple team members in a fast-paced industrial environment.

Experience

• 1–3 years of experience in document control, administrative support, or technical clerical work

• Experience in a refinery, petrochemical, industrial, engineering, or construction environment is preferred but not required

• Familiarity with turnaround documentation, work packages, drawings, QA/QC records, or similar technical files would be helpful

• Prior experience supporting multidisciplinary teams (operations, maintenance, inspection, engineering, contractors)

Technical Skills

• Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams

• Experience working with electronic document management systems (EDMS)

• Able to manage large volumes of documents with strict revision control and file-naming standards

• Comfortable with PDF editing (merging, bookmarking, stamping, securing, and organizing files)

• High accuracy in data entry and tracking logs; strong attention to formatting and detail

Turnaround-Specific Competencies

• Ability to support:

• Work package creation, updates, and closeout

• Redline/drawing collection and control

• Transmittals, document routing, and distribution

• Vendor data management and inspection documentation

• Turnover package organization and final documentation

Organizational & Administrative Abilities

• Highly organized with the ability to maintain structured folders, logs, and master files

• Exceptional attention to detail; delivers error-free work

• Ability to prioritize and manage competing tasks during peak turnaround activity

• Strong follow-up, problem-solving skills, and ability to work with minimal supervision

• Capable of handling confidential and sensitive information appropriately

Communication Skills

• Clear and professional written and verbal communication

• Ability to work effectively with operations, maintenance, planners, inspectors, engineers, and leadership

• Strong customer-service mindset and ability to support multiple requests simultaneously

• Willingness to escalate missing, late, or incorrect documentation when needed

• Coordinate and/or assist with gate greet events

Work Ethic & Behavioral Requirements

• Reliable attendance and punctuality, especially during turnaround

• Willingness to work extended hours, nights, and weekends during TAR (mandatory overtime)

• Calm and dependable under pressure in a fast-paced, high-demand environment

• High level of integrity, accountability, and ownership of assigned tasks

• Proactive attitude and willingness to anticipate needs before issues arise

Safety & Compliance

• Understanding of refinery/industrial safety culture

• Must follow all site safety, security, and document control procedures

• Ability to maintain audit-ready documentation at all times

Summary of Description:

Responsible for compiling packages for projects in various stages of completion for all clients including transmittals, copies, and distribution. Coordinating with project managers and project design leaders to assure project document needs are met within schedule requirements. Must assure that all documentation is issued according to client requirements. Responsible for scanning and emailing clients required documents. Responsible to developing and maintaining electronic files for all projects and archiving completed projects.
Duties:

• Updating document formatting to meet current requirements.
• Managing the process to control the quality review cycle of work packs, documents, records, and procedures.
• Interfacing with clients in regard to drawing distribution, document check-in/out procedures, vendor documentation and document turnover procedures.
• Acting as the single source contact for client drawing numbers and return of client record archives.
• Issuing “Letters of Transmittal” for all documents/drawings issued to the client.
• Checking all drawings for the last time prior to obtaining approval for issuance in regard to revisions, title blocks, logos, etc.
• Document Control coordination, as well as the ability to spot errors.
• Issuing documents according to client requirements.
• Coordinating with project managers to assure all packages and documents are stamped and signed per client procedures.
• Facilitating the Document Review Process.
• Responsible for all scans and copies of full-size drawings.
• Routine clerical duties.
• Performing any other cross-training functions that may be required.
• Performing other job-related duties, as assigned.

Qualifications:

• Proficient with MS Office (Word/Excel/PowerPoint/Outlook) and Adobe PDF Creator.
• SAP experience preferred, but not required.
• Basic understanding of engineering documents and procedures preferred, but not required.
• Professional appearance.
• Good oral and written communication skills.
• Good organizational skills.
• Lifting and carrying boxes up to 20 lbs.

Education and Experience:High School Diploma or Equivalent (GED), with additional specialized training or college course work and at least six (6) years of experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Specific Skills:

• Strong organizational skills and attention to detail, a must.
• Ability to multi-task, including ability to understand customer requirements, retrieve information and provide responses satisfactorily and with immediacy and accuracy is required.
• Proficient with Electronic Document Management Systems.
• Proficiency in Microsoft Office applications (Word/Excel/PowerPoint/Outlook) is required; Adobe Acrobat and database applications preferred.

Physical Requirements:

• Ability to sit at a desk and operate a computer for extended periods of time.
• Ability to stand, use hands and fingers, grip, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl and talk and hear.
• Ability to see with visual acuity and distinguish between colors.
• Ability to operate a motor vehicle and have a valid driver’s license.
• Ability to lift and carry 15 lbs. on a regular basis is required and at times lifting up to 25 lbs. may be required.