Site Admin

Your tasks

To provide administrative and logistical support at project sites, ensuring that site records, documentation, manpower, materials, and communication are well organized and compliant with company procedures, so that site engineers and managers can focus on executing the work on time and within quality and safety standards.

• Maintain daily site administration: attendance, timesheets, overtime records, and labor and subcontractor manpower reports.
• Prepare and submit daily, weekly, and monthly site reports to the Site Engineer and head office.
• Handle site documentation: drawings, transmittals, correspondence, RFIs, material approvals, and meeting minutes, with proper filing (hard copy and digital).
• Coordinate with Procurement and the warehouse on material requests, deliveries, receiving, and inventory records.
• Follow up on site purchase requests, petty cash, and expenses, and prepare the related documentation and settlements.
• Coordinate site logistics: transportation, accommodation, equipment, tools, consumables, and office supplies.
• Support HR with employee onboarding, ID and permit processing, site access, and compliance with labor regulations.
• Track subcontractor documents (contracts, insurance, permits, certificates) and assist with progress and payment claim paperwork.
• Assist the HSE team in keeping safety records, toolbox talk attendance, PPE issuance, and incident reports.
• Coordinate with the client, consultant, and authorities’ representatives on administrative matters and visitor access.
• Ensure the site office is organized, equipped, and running smoothly.

Requirements

• Bachelor’s degree or diploma in Business Administration, Commerce, or a related field.
• 4 - 6 years of experience in site administration.
• Good knowledge of site documentation, filing systems, and reporting.
• Proficiency in MS Office (Excel, Word, Outlook); experience with ERP or document control systems is a plus.

• Strong organizational, follow-up, and time-management skills.
• Good communication and coordination skills with engineers, workers, subcontractors, and suppliers.
• Ability to work on-site, handle pressure, and meet deadlines.
• Advantage: familiarity with labor law basics, timekeeping, and procurement and warehouse procedures.