Project Administrator

PTS Advance; Garyville (LA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health

Vision

Dental

401k

Paid Time Off

Job summary

Refinery in Garyville, LA is seeking a Project Administrator to provide administrative, coordination, and documentation support for the Garyville Projects Group. The role enables Project Managers, Engineers, and Project Controls to focus on technical execution, risk management, and decision making.

The position supports document control, meeting management, and cross-functional communications across EPCs, construction, and internal stakeholders.

Qualifications

• Experience with project administration and document control.
• Proficiency in MS Office and SharePoint.
• Experience coordinating with engineers, construction teams and EPCs.

Responsibilities

• Schedule and coordinate project meetings and reviews.
• Log, distribute, and archive transmittals with consistent naming.
• Verify document completeness and maintain controlled folders.
• Assist with CWP issuance and maintain a CWP log.
• Maintain logs for PCNs, revisions, and changes.
• Support weekly and monthly status reporting.
• Contribute to project dashboards with accurate data inputs.

Skills

Strong organizational skills

Attention to detail

Clear written and verbal communication

MS Teams

Outlook

Excel

SharePoint

Multi-project management

Tools

Bluebeam

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 escalated 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