Document Control Assistant

PTS Advance • Rodeo, CA

9d • Onsite

About The Position

PTS Advance is looking for a local Document Control Clerk to support refinery maintenance operations by managing technical documentation, systems, and data essential to equipment reliability and regulatory compliance. This position provides day-to-day support for maintenance of documentation processes, SAP data management, and reporting activities. The successful candidate will be detail-oriented, highly organized, and able to effectively manage multiple priorities in a dynamic industrial environment.

Requirements

• Legally authorized to work in the United States
• High school diploma or GED equivalent
• 3 or more years of experience in maintenance support, documentation control, or CMMS administration
• Current TWIC Card
• Valid Driver's License
• Experience with SAP or other Computerized Maintenance Management Systems (CMMS)
• Proficiency in Microsoft Office applications, including Excel and Word

Nice To Haves

• Experience in refining, petrochemical, or manufacturing environments
• Knowledge of maintenance and reliability processes
• Experience with document management systems (e.g., OpenText/Livelink)
• Familiarity with Management of Change (MOC) processes
• Strong analytical and organizational skills

Responsibilities

• Managing maintenance documentation processes, including development, review, approval, and distribution of procedures and records
• Creating and maintaining letters, procedures, forms, spreadsheets, and reports
• Performing data entry and maintaining accurate records in SAP (CMMS), including equipment hierarchy, characteristics, and Bills of Materials (BOMs)
• Processing Fiori approval requests for equipment, functional locations, and BOM updates
• Maintaining equipment spare parts lists and supporting procurement tracking processes
• Preparing daily maintenance and repair documentation packages for supervisors
• Working closely with Maintenance Scheduler and Planner on upcoming work orders to ensure Preventive Maintenance (PM) tasks are completed on time, with particular focus on critical equipment such as turbines
• Documenting repairs for refinery equipment (e.g., pumps, compressors, turbines, valves, heat exchangers, tanks, and instrumentation)
• Analyzing repair reports to identify root causes and assign problem and cause codes
• Collecting, tracking, and reporting maintenance and equipment reliability metrics
• Managing audit documentation and supporting compliance requirements, including Management of Change (MOC)
• Maintaining document control systems (e.g., Livelink), including scanning, indexing, and distributing documents
• Managing documentation for newly installed equipment and maintaining manufacturer manuals library
• Identifying opportunities to improve documentation workflows and increase efficiency
• Performing research and providing documentation support as requested
• Coordinating schedules and maintaining tracking tools for equipment, documentation, and repair folders
• Communicating effectively with maintenance teams and cross-functional stakeholders
• Supporting special projects and additional responsibilities as assigned

Benefits

• benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED