• Job Description

  Req#: 2026-000599
  What You'll Be Doing
  
  The Entry-Level Procedure Writer / Administrative Support Specialist supports the development, formatting, revision, and control of industrial operating and maintenance procedures while also assisting the Procedure Development team with administrative, document-control, proposal, and project-support activities.
  
  This position is intended for a motivated individual with strong Microsoft Office, organization, communication, and document-formatting skills who is interested in developing into an industrial procedure writer. The successful candidate will initially perform lower-complexity procedure-writing and administrative assignments under the direction of experienced procedure writers, Technical Managers, and Project Managers. As technical knowledge and writing proficiency increase, the employee will be assigned progressively more complex procedure-development responsibilities.
  
  Responsibilities include, but are not limited to:
  
  • Assist experienced procedure writers with the development and revision of industrial operating, maintenance, startup, shutdown, emergency, troubleshooting, and equipment-specific procedures.
  • Format procedures using approved client templates, writing standards, styles, numbering conventions, and document-control requirements.
  • Transfer technical information from existing procedures, equipment manuals, drawings, spreadsheets, and other source documents into approved templates.
  • Perform lower-complexity procedure updates based on client comments, redlines, field notes, engineering changes, and review feedback.
  • Create and revise procedure tables, lists, warnings, cautions, notes, prerequisites, tools and materials sections, references, and supporting attachments.
  • Review procedures for grammar, spelling, formatting, numbering, consistency, and completeness.
  • Verify that comments and requested revisions have been incorporated into updated documents.
  • Compare document revisions and identify changes between versions.
  • Assist with the preparation of Requests for Information when source documents are incomplete, unclear, or conflicting.
  • Search document-management systems, shared drives, databases, and project files to locate applicable drawings, manuals, specifications, procedures, and supporting records.
  • Organize source documentation for use by procedure writers, Technical Managers, and project team members.
  • Assist with document traceability, revision history, comment resolution, and procedure-status tracking.
  • Support procedure reviews and quality-control checks under the direction of experienced team members.
  • Participate in training related to industrial systems, procedure-writing practices, human performance, document control, and client-specific requirements.
  
  Administrative and Project Support
  
  • Assist with the preparation, formatting, proofreading, and assembly of proposals, reports, presentations, letters, and other project documents.
  • Maintain project trackers, procedure lists, deliverable logs, review-status reports, comment-resolution logs, and other administrative records.
  • Enter and update project information in spreadsheets, SharePoint, databases, and document-management systems.
  • Assist with document naming, file organization, revision control, electronic filing, and project-folder maintenance.
  • Prepare documents for internal review, client review, draft delivery, and final issuance.
  • Assist with meeting preparation, including agendas, document packages, action-item lists, and meeting notes.
  • Track assigned actions, due dates, outstanding comments, and information requests.
  • Support project managers and Technical Managers with scheduling, reporting, labor tracking, proposal preparation, and other administrative tasks.
  • Assist with compiling project data, estimating information, labor-hour summaries, and supporting documentation for proposals and project reports.
  • Convert, combine, organize, and quality-check PDF and Microsoft Office documents.
  • Perform data entry, file cleanup, document indexing, and other administrative assignments as required.
  • Help maintain team templates, boilerplate language, standard forms, reference libraries, and quality-control tools.
  
  Development Opportunity
  
  This position is designed as a developmental role. The employee will receive instruction and supervised experience in:
  
  • Industrial procedure-writing standards
  • Operating and maintenance procedure development
  • Technical document review
  • Piping and Instrumentation Diagrams
  • Equipment manuals and engineering drawings
  • Human-performance principles
  • Industrial equipment and systems
  • Document control and revision management
  • Client-specific procedure templates
  • Field walkdowns and technical verification
  
  
  As the employee demonstrates proficiency, accuracy, technical understanding, and the ability to work independently, assignments may expand to include complete ownership of lower-complexity procedures and progressively more advanced procedure-development work.
  
  Education: A high school diploma or equivalent is required. An associate degree, technical certificate, or coursework in technical writing, engineering technology, industrial technology, business administration, office administration, communications, or a related field is preferred. Equivalent education, military experience, administrative experience, or relevant work experience may also be considered.
  
  Certification: Professional certification is not required. Relevant Microsoft Office, technical-writing, document-control, administrative, or industrial certifications are preferred but not required.
  
  Experience: Previous industrial procedure-writing experience is not required.
  
  One to three years of experience in one or more of the following areas is preferred:
  
  • Administrative support
  • Document control
  • Technical writing
  • Proposal support
  • Project coordination
  • Industrial operations or maintenance
  • Engineering or construction support
  • Quality assurance
  • Data entry and records management
  
  Candidates with strong writing, organization, computer, and administrative skills who demonstrate an interest in learning industrial procedure development are encouraged to apply.
  
  Required Knowledge, Skills, and Abilities
  
  • Strong working knowledge of Microsoft Word.
  • Ability to create and modify:
    • Styles and templates
    • Tables
    • Headers and footers
    • Page numbering
    • Section breaks
    • Automatic numbering
    • Tables of contents
    • Cross-references
    • Track Changes
    • Comments
  • Working knowledge of Microsoft Excel, including data entry, formatting, sorting, filtering, basic formulas, and maintaining project trackers.
  • Proficiency with Microsoft Outlook, Teams, and SharePoint.
  • Ability to use Adobe Acrobat or Bluebeam Revu to review, organize, mark up, combine, and compare PDF documents.
  • Ability to learn and effectively use artificial-intelligence tools, document-management systems, client databases, and other software as required.
  • Strong spelling, grammar, proofreading, and written communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to follow templates, written instructions, established processes, and client requirements.
  • Ability to identify inconsistencies, missing information, formatting errors, and incomplete assignments.
  • Ability to manage multiple assignments and meet established deadlines.
  • Ability to communicate clearly with coworkers, supervisors, clients, and subject matter experts.
  • Ability to accept feedback, make corrections, and apply lessons learned to future assignments.
  • Ability to maintain confidential and proprietary project information.
  • Ability to work independently after receiving direction while also contributing effectively as part of a team.
  • Willingness to learn industrial systems, equipment terminology, technical drawings, and formal procedure-writing practices.
  Preferred Qualifications
  
  • Advanced Microsoft Word formatting experience.
  • Experience working with controlled templates or standardized documents.
  • Experience preparing proposals, reports, presentations, or client deliverables.
  • Experience maintaining spreadsheets, project trackers, document logs, or databases.
  • Familiarity with engineering drawings, P&IDs, equipment manuals, specifications, or industrial terminology.
  • Experience using Bluebeam Revu, Adobe Acrobat, SharePoint, or document-management software.
  • Experience using artificial intelligence to assist with research, document review, formatting, data organization, or writing tasks.
  • Previous experience supporting engineers, project managers, technical writers, operations personnel, or maintenance teams.
  Physical and Work Requirements
  
  • Ability to perform computer-based work for extended periods.
  • Ability to sit, stand, and walk for extended periods.
  • Ability to work effectively in a virtual environment and maintain reliable communication with team members.
  • Ability to travel to industrial facilities occasionally for training, field observations, or project support.
  • Ability to walk through industrial environments and wear required personal protective equipment when visiting client facilities.
  
  
  #LI-ML1
  
  Hargrove Culture
  
  We work to create an environment founded on trust, personal integrity, and a "team mentality" so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.
  
  Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.
  
  As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.
  
  Equal Opportunity Employment Statement
  
  Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.
  
  Hargrove is a drug-free workplace.
  
  The selected candidate must be authorized to work in the United States.

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