Project Administrator

Client: Refinery

Location: Garyville, LA

Duration: Long Term, On going

Benefits: Health, Vision, Dental, 401k, Paid Time Off

Schedule: 9/80 (Off Every other Friday) OR 4/1 (8 hours M-Th, 8 hours at home Friday)

Role Purpose
The Project Administrator provides administrative, coordination, and documentation support to the Garyville Projects Group, enabling Project Managers, Engineers, and Project Controls to focus on technical execution, decision‑making, and risk management. This role is critical to maintaining project discipline, document control, and communication flow across EPCs, construction, and internal stakeholders.

Key Responsibilities
Project & Meeting Coordination
Schedule and coordinate MPC Internal recurring and ad‑hoc project meetings (weekly coordination, MOC reviews, design reviews, P&ID reviews, construction alignment).
Prepare, distribute, and archive meeting agendas and meeting minutes.
Track action items, owners, and due dates; follow up on overdue items and escalate as needed.
Document & Transmittal Management
Log and distribute incoming and outgoing transmittals from EPCs, vendors, and internal teams. Provide an index of transmittals submitted through Bluebeam for easier retrieval by project teams, with a consistent naming convention
Verify document completeness (revision, IFC/IFA status, attachments).
Maintain organized, controlled project folders and ensure teams are working from the latest revisions. Audit IPS periodically to confirm that required deliverables are in the system.
Archive superseded documents in accordance with project document control practices.
Construction Work Package (CWP) Support
Assist with CWP issuance by verifying cover sheets, revisions, and IFC status.
Maintain a CWP log (issued, revised, superseded) and coordinate issuance with MPC Document Control.
Change & Administrative Tracking
Maintain logs for PCNs, revisions, and change documentation.
Track approval status and ensure updated documents are distributed to affected parties.
Support basic project correspondence and follow‑up communications.
Reporting & Status Support
Assist Project Managers with weekly and monthly status reporting.
Compile inputs from engineering, construction, and EPC partners.
Support project dashboards and reporting tools by ensuring timely and accurate data inputs.

Skills & Attributes
Strong organizational and time‑management skills
Attention to detail and document accuracy
Clear written and verbal communication
Proficiency with Microsoft Teams, Outlook, Excel, and SharePoint
Ability to manage multiple projects and priorities simultaneously
Comfortable working with engineers, construction, and external contractors