Project Documentation & Coordination Specialist

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

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.