Project Administrator

PTS Advance; Garyville (LA); On-site; USD 40,000 - 56,000; Full time

Job summary

PTS Advance in Garyville, LA is seeking a Project Administrator to support the Projects Group. This role coordinates meetings, manages documentation, and tracks changes across EPC, construction, and internal teams, enabling project managers and engineers to focus on technical execution and risk management.

Responsibilities include preparing meeting agendas/minutes, maintaining document control, assisting with CWP issuance, and supporting weekly/monthly status reporting.

Qualifications

• Experience supporting project administration in EPC/construction environments.
• Excellent organizational and time management abilities.
• Strong written and verbal communication skills.
• Proficiency with MS Teams, Outlook, Excel and SharePoint.
• Ability to manage multiple projects and meet deadlines.
• Collaborates with engineers, construction teams, and external contractors.

Responsibilities

• Coordinate MPC project meetings, agendas, and minutes.
• Log and distribute transmittals; maintain document control indexing.
• Support CWP issuance and maintain CWP log.
• Track PCN revisions and ensure updated docs are distributed.
• Support weekly/monthly status reporting and dashboards.

Skills

Organizational skills

Time-management

Attention to detail

Written and verbal communication

Cross-functional collaboration

Multitasking

Tools

Microsoft Teams

Outlook

Excel

SharePoint

Job description

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 elevate 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