TAR Admin Assistant

TAR Admin Assistant (Contract)

Industry: Refinery Client (On-site)

Length of Assignment: Fall 2026 - April 2028

Start Date: mid - Oct 2026

Position Summary

We are seeking an organized and detail-oriented Turnaround Administrative Assistant to support the planning and execution of refinery turnarounds, shutdowns and major maintenance events.

This position will provide administrative and documentation support to turnaround leadership, planners, schedulers, contractors, maintenance teams and other project stakeholders.

Responsibilities will include maintaining turnaround records, coordinating meetings, preparing reports, tracking employee and contractor information, processing timekeeping documentation and assisting with purchasing and invoice records.

The successful candidate must be comfortable working in a fast-paced industrial environment, managing sensitive information and adjusting priorities as turnaround needs change.

Key Responsibilities

· Provide daily administrative support to turnaround managers, coordinators, planners, schedulers and project personnel.

· Maintain organized electronic and hard-copy turnaround files, reports, work packages and supporting documentation.

· Assist with contractor onboarding, orientation scheduling, badging, access requests and required documentation.

· Maintain current contractor and workforce rosters, contact lists, distribution lists and emergency-contact information.

· Collect, review and enter employee and contractor time records, timesheets, per diem information and expense documentation.

· Identify and help resolve missing, incomplete or inconsistent timekeeping information.

· Support the tracking of contractor hours, headcount, overtime and other workforce metrics.

· Assist with purchase requisitions, purchase orders, service-entry sheets, invoices and cost documentation.

· Coordinate with accounting, procurement and contractor representatives to research invoice or billing discrepancies.

· Schedule meetings, reserve conference rooms and coordinate virtual-meeting invitations.

· Prepare meeting agendas, take minutes and distribute notes and action-item lists.

· Track administrative action items and follow up with responsible personnel to support timely completion.

· Prepare daily and weekly status reports, spreadsheets, presentations and management updates.

· Gather information from planners, schedulers, contractors and field teams for inclusion in turnaround reports.

· Maintain shared calendars, milestone dates, staffing schedules and key turnaround deadlines.

· Assist with preparing and distributing daily execution reports, shift reports, look-ahead information and progress updates.

· Support the printing, assembly, distribution and filing of work packages and other execution documents.

· Maintain office supplies, forms, PPE requests, radios and other administrative resources as assigned.

· Coordinate travel, lodging, transportation and meeting arrangements when required.

· Handle confidential employee, contractor, financial and operational information appropriately.

· Assist with turnaround mobilization, execution and demobilization activities.

· Organize final records and support document closeout following completion of the turnaround.

· Maintain a strong commitment to safety and follow all facility policies, procedures and security requirements.

· Perform other administrative duties as required to support turnaround execution.

Required Qualifications

· High school diploma or equivalent.

· Two or more years of administrative, project-support, office-coordination or data-entry experience.

· Proficiency with Microsoft Excel, Word, Outlook, PowerPoint and Teams.

· Strong data-entry skills with a high level of accuracy and attention to detail.

· Experience organizing electronic files, reports, spreadsheets and project documentation.

· Strong written and verbal communication skills.

· Ability to manage multiple assignments, deadlines and changing priorities.

· Ability to interact professionally with employees, contractors, vendors and leadership.

· Ability to work independently while contributing effectively within a team environment.

· Ability to handle confidential information with discretion.

Preferred Qualifications

· Previous administrative experience in a refinery, petrochemical plant, chemical facility, power plant, construction site or other industrial environment.

· Experience supporting turnarounds, shutdowns, outages, capital projects or major maintenance events.

· Experience with contractor timekeeping, payroll support, purchase orders, invoices or cost tracking.

· Familiarity with SAP, Maximo, Oracle or another enterprise or maintenance-management system.

· Experience supporting large contractor workforces.

· Intermediate or advanced Microsoft Excel skills, including filters, pivot tables, lookups and basic reporting.

· Experience with document-control systems, SharePoint or other shared project platforms.

· Familiarity with refinery safety, security, badging and contractor-onboarding processes.

Work Schedule

· This is an on-site position supporting a refinery turnaround.

· A standard weekday schedule may apply during the planning phase.

· Extended hours, early mornings, nights, weekends or a rotating schedule may be required during turnaround execution.

· The successful candidate must be dependable and available throughout critical turnaround periods.

· Overtime may be required based on project needs.

Work Environment and Physical Requirements

· Work will primarily be performed in an office or temporary project office within an operating industrial facility.

· Periodic entry into plant or field areas may be required.

· Must be able to wear required personal protective equipment when entering designated areas.

For immediate consideration, please send your resume to Samantha@ellawayblues.com