Document Controls Specialist

Candidates must be legally entitled to work in the US.

The Turnaround 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 packages.

Responsibilities

• Supports the site TA team as the Admin Assistant and Document Controller.
• 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 SharePoint 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.
  

Education

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

Knowledge And Experience

• 5-10 years of experience in an industrial, project, or construction environment; will consider education in lieu of experience.
• Proven experience managing large volumes of technical documentation (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.
  
  

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.

Work schedule will be 40 hours/week, with OT required during execution phase