Project Administrator

Spencer Ogden; Donaldsonville (LA); On-site; USD 52,000 - 78,000; Full time

Job summary

Spencer Ogden seeks a Project Administrator to provide administrative, coordination, and documentation support for a major refining projects organization in Garyville, Louisiana. You will assist Project Managers, Engineers, and EPC partners by maintaining project documentation, coordinating meetings, tracking action items, and supporting reporting and document control activities.

This role requires meticulous record-keeping and timely communication across multiple teams.

Qualifications

• Experience in project administration, project coordination or document control.
• Experience supporting engineering, construction, EPC, refining, petrochemical, energy, or industrial projects preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and document accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Familiarity with project documentation systems or document control platforms.

Responsibilities

• Schedule and coordinate project meetings including design reviews and construction alignment.
• Prepare, distribute, and archive meeting agendas and minutes.
• Track and follow up on project action items with owners and due dates.
• Log and distribute transmittals from EPCs, vendors, and internal teams.
• Maintain organized project folders and ensure latest revisions are used.
• Review documentation for completeness, revisions, and IFC/IFA status.
• Maintain transmittal indexes and assist with CWP issuance.
• Track PCN logs and change-related documentation.
• Support project dashboards and reporting tools with data entry.
• Assist Project Managers with weekly and monthly status reporting.
• Update project information systems and forecast sources.

Skills

Organizational skills

Time-management

Attention to detail

Written and verbal communication

Multitasking

Stakeholder coordination

Tools

Microsoft Excel

Outlook

Teams

SharePoint

Bluebeam

Job description

We are seeking a Project Administrator to provide administrative, coordination, and documentation support for a major refining projects organization in Garyville, Louisiana.

This position will support Project Managers, Engineers, Project Controls, Construction, EPC partners, and other project stakeholders by maintaining project documentation, coordinating meetings, tracking action items, and supporting project reporting and document control activities.

Key Responsibilities

• Schedule and coordinate recurring and ad-hoc project meetings, including project coordination, design reviews, MOC reviews, P&ID reviews, and construction alignment meetings.
• Prepare, distribute, and archive meeting agendas and minutes.
• Track project action items, responsible owners, and due dates; follow up on outstanding items as needed.
• Log and distribute incoming and outgoing project transmittals from EPCs, vendors, and internal teams.
• Maintain organized project folders and document repositories while ensuring teams are working from the latest revisions.
• Review project documentation for completeness, including revisions, IFC/IFA status, and attachments.
• Maintain transmittal indexes and support document retrieval.
• Assist with Construction Work Package (CWP) issuance by verifying cover sheets, revisions, and IFC status.
• Maintain CWP logs, including issued, revised, and superseded packages.
• Maintain project logs for PCNs, document revisions, and change-related documentation.
• Track approval status and ensure updated documentation is distributed to impacted stakeholders.
• Support project correspondence and administrative follow-up.
• Assist Project Managers with weekly and monthly project status reporting.
• Compile project updates and inputs from engineering, construction, EPC partners, and other stakeholders.
• Support project dashboards and reporting tools by ensuring accurate and timely data entry.
• Monitor project health-check dashboards and help resolve documentation or system exceptions.
• Update project information systems to reflect current project phases and deliverable status.
• Maintain forecast sources and other project data as required.

Required Qualifications

• Previous experience in project administration, project coordination, document control, or a similar role.
• Experience supporting engineering, construction, EPC, refining, petrochemical, energy, or industrial projects preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and document accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Comfortable working with Project Managers, Engineers, Construction teams, Project Controls, EPCs, and contractors.
• Proficiency with Microsoft Excel, Outlook, Teams, and SharePoint.
• Experience with project documentation systems or document control platforms preferred.
• Familiarity with Bluebeam and project information/document management systems is a plus.