Information Management Coordinator
Airswift
One of our major oil and gas clients is seeking an Administrative Coordiantor to work on a 6-month assignment in their facilities in Deer Park, TX. Summary: The Administrative Coordinator provides engineering-focused administrative, document control, systems, and coordination support to Electrical, Reliability & Mechanical, Pressure Equipment Integrity teams. This role enables effective MI program execution by ensuring documentation, data, workflows, and follow-through are organized, visible, and reliable. Responsibilities: Department Administration
- Provide administrative and operational support to MI leadership, staff, and contractors.
- Coordinate calendars, priorities, and scheduling for MI leadership.
- Organize leadership meetings, staff meetings, planning sessions, and cross-functional reviews.
- Prepare agendas, presentations, meeting minutes, and track action items and follow-ups.
- Support team events, training sessions, workshops, offsites, and associated travel logistics.
- Ensure office supplies are well-stocked and meeting facilities contain all necessary equipment for facilitation.
- Administer SharePoint sites, libraries, permissions, and structures.
- Maintain document control standards including naming conventions, metadata, versioning, and retention requirements.
- Ensure MI documentation is complete, current, searchable, and accessible to authorized users.
- Identify documentation gaps and coordinate closure with responsible engineers, specialists, and stakeholders.
- Support document standardization, cleanup, migration, and continuous improvement efforts.
- Serve as the administrative gatekeeper and coordination focal point for MI activities within Enablon.
- Support setup, assignment, tracking, and closure of Enablon actions, investigations, inspections, and MI workflows.
- Maintain Enablon user access, roles, and visibility for MI personnel.
- Ensure alignment between Enablon actions, SAP S/4HANA data, and SharePoint-controlled documentation.
- Act as administrative SAP S/4HANA coordination point for the MI teams to compile notifications, work orders, and equipment records.
- Generate standard reports and data extracts to support planning, reviews, audits, and leadership visibility.
- Track action items related to MI inspections, MOCs, investigations, audits, and reviews.
- Maintain action and documentation visibility using Microsoft Teams, Planner, and SharePoint lists.
- Maintain MI related Power BI dashboards used for visual management and leadership reporting.
Contractor, Team Coordination & Lifecycle Support - Coordinate onboarding and offboarding for staff and contractors including systems access, SharePoint orientation, and documentation handover.
- Maintain distribution lists, permissions, and standardized collaboration environments.
- Coordinate contractor documentation, forms, and administrative compliance requirements.
- Serve as an administrative interface with peer coordinators, IT, Facilities, Business Services, and Records Management.
- Act as floor warden.
- Strong proficiency in Microsoft Office, Teams, SharePoint, and Power BI.
- Working knowledge of IDMS and CMMS or similar enterprise systems.
- Excellent organizational, documentation, and follow-through skills.
- Ability to manage confidential and sensitive information with professionalism and discretion.
- Demonstrated ability to work independently in a fast-paced, operations-focused environment.
- High school diploma or GED required; college coursework or degree preferred.
- 5+ years of experience supporting engineering, technical, operations, or Mechanical Integrity organizations.
Vacancy posted 2 days ago
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