Project Administrator

Spencer Ogden; Garyville (LA); On-site; USD 55,000 - 75,000; Full time

Job summary

Spencer Ogden is seeking a Project Administrator to support a busy projects team in Garyville, LA. This onsite role involves coordinating meetings, maintaining documentation, tracking action items, and assisting with project controls across EPC and construction stakeholders.

The ideal candidate will be proactive, highly organized, and comfortable liaising with Project Managers, engineers, contractors, and vendors in a fast-paced refinery/industrial setting.

Qualifications

• Previous experience in project administration, project coordination, document control, or project support.
• Experience within refinery, petrochemical, industrial, EPC, energy, construction, or capital projects environment is strongly preferred.
• Document control and/or project controls experience is a strong plus.
• Experience working with project documentation, transmittals, revisions, action-item tracking, and project records is beneficial.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Confident and comfortable communicating directly with Project Managers, Engineers, contractors, and other stakeholders.
• Proactive approach to following up on outstanding information, documentation, and action items.

Responsibilities

• Provide day-to-day administrative and coordination support to the Projects Group Lead and multiple Project Managers.
• Coordinate project meetings, agendas, meeting minutes, and follow-up activities.
• Track action items and proactively follow up with responsible parties to ensure completion.
• Support project documentation and document control activities.
• Assist with project transmittals, document revisions, records, and document organization.
• Support Construction Work Package administration and tracking.
• Track PCNs, revisions, project changes, and related documentation.
• Assist with project reporting, status updates, dashboards, and project information systems.
• Maintain accurate and organized electronic project files and records.
• Coordinate with Engineering, Construction, Project Controls, EPC contractors, vendors, and internal stakeholders.
• Provide additional administrative support to Project Managers in a fast-paced, high-volume project environment.

Skills

Project administration

Project coordination

Document control

Stakeholder communication

On-site coordination

Tools

Microsoft Excel

Microsoft Outlook

SharePoint

Project information systems

Job description

Schedule: Candidate can work either a 9/80 schedule or 4/1 schedule

Contract Duration: Initial 6 months with potential for long-term extension

Start Date: ASAP

Position Overview:

We are seeking a Project Administrator to support a busy Projects team within a large industrial environment in Garyville, Louisiana.

This individual will work closely with the Projects Group Lead, Project Managers, Engineers, Project Controls, Construction teams, EPC contractors, vendors, and other stakeholders. The primary focus of the role is to provide project administrative and coordination support, maintain project documentation, track outstanding items, and help keep project activities moving forward.

The ideal candidate is confident, proactive, personable, and highly organized. This role requires someone who is comfortable communicating with stakeholders at all levels, following up on outstanding items, and taking initiative rather than waiting to be directed.

Key Responsibilities

• Provide day-to-day administrative and coordination support to the Projects Group Lead and multiple Project Managers.
• Coordinate project meetings, agendas, meeting minutes, and follow-up activities.
• Track action items and proactively follow up with responsible parties to ensure completion.
• Support project documentation and document control activities.
• Assist with project transmittals, document revisions, records, and document organization.
• Support Construction Work Package (CWP) administration and tracking.
• Track PCNs, revisions, project changes, and related documentation.
• Assist with project reporting, status updates, dashboards, and project information systems.
• Maintain accurate and organized electronic project files and records.
• Coordinate with Engineering, Construction, Project Controls, EPC contractors, vendors, and internal stakeholders.
• Provide additional administrative support to Project Managers in a fast-paced, high-volume project environment.

Qualifications

• Previous experience in project administration, project coordination, document control, or project support.
• Experience within a refinery, petrochemical, industrial, EPC, energy, construction, or capital projects environment is strongly preferred.
• Document control and/or project controls experience is a strong plus.
• Experience working with project documentation, transmittals, revisions, action-item tracking, and project records is beneficial.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Confident and comfortable communicating directly with Project Managers, Engineers, contractors, and other stakeholders.
• Proactive approach to following up on outstanding information, documentation, and action items.
• Ability to work effectively in a fast-paced project environment with minimal supervision.
• Must be able to work 100% onsite in Garyville, LA.

Preferred Systems Experience

Experience with any of the following is beneficial:

• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• SharePoint
• Project information/document control systems
• Project controls systems and processes
• IPS or similar project management systems