Turnaround Document Controls Specialist Job at Airswift Sweden (Superior)

Job Description

The Turnaround Document Controls Specialist provides vital administrative and document management support to the turnaround team throughout all project phases—planning, execution, and closeout. This role ensures that documentation, communication, and coordination flow efficiently between all stakeholders, contributing directly to the turnaround’s safety, schedule, and cost objectives. The position also performs a critical function for the TA planning team by reviewing and processing all job packages.

Job Responsibility

Supports the site TA team as the Admin Assistant and Document Controller
Maintains the turnaround database (TADB) file for the turnaround and supports data entry into the database
Enters initial scope information into the database
Ensures data validity
Updates the database
Provides TADB system training and technical support
Creates IDs and passwords for new users of the TADB
Maintains the turnaround paper and electronic filing systems including drawing files
Supports the development and maintenance of planning data and turnaround package data
Maintains turnaround scope change data (appeals system)
Supports planning data reproduction and distribution processes
Generates standard weekly and monthly reports
Maintains the turnaround shared directory and SharePoint site
Maintains turnaround correspondence and meeting minutes files as needed
Supports turnaround project controls (e.g., time entry, change order logs, etc.)
Maintains the turnaround project plot plans including layers for density location, crane utilization, equipment type locations, and temporary facilities
Annotates (initial mark-ups) and maintains project P&ID’s per turnaround planning guidelines
Provides support to planning in development of field isometrics
Maintains office equipment (i.e., copier, printer, fax, etc.), office supplies, and vending machines
Manages office space and sets up new personnel with office equipment
Provides onboarding for new team members
Sets up meetings and lunches as required
Collects and organizes documents and files for post-turnaround archiving
Performs daily review of change order entries and reports status to Lead Planner
Facilitates the Issue for Review (IFR) process

Requirements

High school diploma or equivalent required
5-10 years of experience in an industrial, project, or construction environment
will consider education in lieu of experience
Proven experience managing large volumes of technical documentation (work packages, drawings, reports, etc.)
Familiarity with document control systems, databases, and project management tools
Experience coordinating between multiple teams (planning, operations, contractors, safety, procurement) under tight deadlines
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams)

Nice to have

Bachelor’s degree preferred
Working knowledge of turnaround processes and planning workflow a plus
Experience with AutoCAD, IPS, P6, or similar systems is an advantage

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Turnaround Document Controls Specialist

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