Requisition Title: Turnaround Project Administrator
Description: TAR Administrative Assistant – Roles &
Responsibilities BASIC FUNCTION:
The TAR Administrative Assistant provides comprehensive administrative, coordination, and document-control support across all phases of the Turnaround (TAR). Reporting directly to the TAR Superintendent, this role supports TAR leadership, maintains organized documentation systems, enables effective communication, and ensures smooth execution from conceptual planning through post-TAR closeout.
CORE COMPETENCIES:
Delivers high-quality, reliable performance
Adapts effectively to changing business needs
Takes initiative and leads when required
Works collaboratively to achieve team goals
Makes informed, timely decisions
Identifies and implements innovative solutions
Proficient in Microsoft Word, Excel, PowerPoint, and all turnaround-related software tools
RESPONSIBILITIES ACROSS TAR PHASES (CONCEPTUAL THROUGH POST-TAR):
Document Control & Work Management:
bull; Maintain all TAR-related documents throughout each project phase
; Maintain structured electronic filing systems and shared drive directories
; Manage incoming and outgoing document control processes, including logs, distribution, copying, and transmittals
; File, copy, track, and distribute work packages; support planners as needed
; Support the Additional Work Request (AWR) process
; Ensure accurate archiving and traceability of all documentation
Planning, Scheduling & Coordination:
Support development and continuous updates of the TAR workflow process
Track milestones, tasks, and action items to ensure timely completion
Schedule rooms, meetings, travel, and appointments for TAR leadership
Manage onboarding for TAR team members (IT access, joiner requests, phones, workspace setup)
Maintain office equipment, supplies, and overall office organization
Coordinate lunch-and-learns, team-building events, and engagement activities
Maintain communication between the TAR team and all site departments
Communication & Reporting:
Assist in preparing and distributing TAR status updates and progress communications
Record, maintain, and distribute meeting minutes and related documentation
Serve as the central point for receipt and transmittal of all TAR documentation
Receive and direct visitors; manage internal mail distribution and communications
General Administrative Support:
Perform clerical tasks such as photocopying, mailing, scanning, organizing
Provide daily administrative support to all TAR leadership
Support buyer with documentation processing and procurement-related administrative tasks
Assist TAR leads with clerical, administrative, or support needs
Financial & Requisition Support:
Support requisition creation and processing as requested by TAR leadership
Provide monthly cost forecasting and progress payment status updates
Assist in preparing and submitting AFE (Authorization for Expenditure) requests
Track and process accruals to ensure accurate period financial reporting
Support Work Order creation, updates, and financial documentation as needed
Maintain alignment between TAR execution progress and cost tracking requirements
Annual Cost Center Forecast and Reporting
Closeout Responsibilities:
Assist with final distribution of TAR documents and records
Support closeout of files, work packages, and documentation systems
Assist with end-of-event activities, final reporting, and archive preparation
Submitted AFE Closure Report on schedule, with ongoing tracking and clear communication to TAR Leadership
Finalized vendor billing closeout, ensuring full alignment with contract provisions.
Requisition Start Date: 01/12/2026
Requisition End Date: 31/05/2027
Business Unit: HollyFrontier Corporation
Site: SHIP ARTESIA ADMIN OFFICE 2000
Location: ARTESIA SHIP
