Administrative Assistant: III

Job Title: Administrative Assistant: III

Location: Sabine Pass, TX 77655

Duration: 14 Months

Job Type: Temporary Assignment

Work Type: Onsite

Work schedule: M-F, 8-hour days.

Pay Rate: $32.00-$34.00/hr

Job Description:

• The Project Turnover Administrative Coordinator provides administrative and coordination support to the team responsible for system turnover and transition to Operations.
• This role focuses on organizing documentation, tracking progress, and supporting communication to help ensure an efficient and well-documented handover process.
• The position serves as a support function to the turnover team, helping maintain structure, visibility, and consistency across turnover activities without direct responsibility for technical turnover execution.
• This position is based within a TWIC-required area and requires regular onsite presence supporting turnover coordination and interaction with Operations and project personnel.

Key Responsibilities

• Administrative Support to Turnover Activities
• Provide administrative support to the turnover team, including documentation organization and recordkeeping.
• Assist in compiling and printing mechanical completion walkdown packages, including drawings, open ITR lists, and completion records.
• Maintain organized files and tracking systems for turnover-related documentation.
• Support preparation of materials, keys, and other physical items for turnover activities.
• Coordinate office logistics, including general support and interface with site facilities.
• Prepare routine correspondence, reports, meeting notes, and spreadsheets.
• Support onboarding and offboarding processes for turnover personnel.

Documentation & Tracking Support

• Maintain turnover tracking logs, databases, and shared documentation systems.
• Record meeting notes during turnover and coordination meetings.
• Track action items, document status updates, and follow-ups as directed by the turnover team.
• Assist in maintaining punch lists and status reports for visibility and reporting purposes.

Scheduling & Coordination Support

• Schedule turnover-related meetings, system reviews, and coordination sessions.
• Support daily meetings by managing attendance, distributing agendas, and recording action items.
• Assist with calendar management for turnover leads and supporting personnel.
• Coordinate site-specific training for team members and new hires.
• Coordinate with site security for new hire badging and access requirements.
• Distribute meeting materials, updates, and communications to relevant stakeholders.

Communication & Interface Assistance

• Support communication between the turnover team and Operations, Maintenance, Engineering, and other departments.
• Assist in distributing status updates, reports, and documentation as needed.
• Help ensure information is shared consistently and in a timely manner across teams.

General Administrative Support

• Provide day-to-day administrative support to turnover leadership and team members.
• Maintain confidentiality and professionalism in handling project and operational information.
• Support logistics such as meeting setup, document preparation, and coordination of turnover-related activities.

Qualifications

• High school diploma required; associate or bachelor’s degree preferred.
• 3–5 years of administrative experience, preferably in industrial, construction, or operations environments.
• Experience supporting project teams, turnover processes, or document control systems is preferred.
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Excel, Teams, and OneNote.
• Experience working with SharePoint and document management systems is preferred.
• Excellent organizational and time management skills.
• Ability to manage multiple tasks and provide reliable administrative support in a structured environment.
• Strong written and verbal communication skills.
• Ability to obtain and maintain TWIC credentials.

Core Competencies

• Strong organizational and documentation skills
• Attention to detail and accuracy
• Dependable administrative support and follow-through
• Clear communication and coordination
• Ability to support structured processes and team workflows

Physical & Work Environment Requirements

• Onsite presence required within a TWIC-controlled operational and project environment.
• Ability to work in both office and field-adjacent settings in support of turnover activities.

TekWissen® Group is an equal opportunity employer supporting workforce diversity.