SITE ADMINISTRATOR

Key Responsibilities 

Site Administration

Manage day-to-day administrative activities at the project/site office.

Maintain proper filing and documentation systems, both physical and electronic.

Prepare letters, memos, reports, meeting minutes, and other site correspondence.

Coordinate incoming and outgoing correspondence between site, project office, and headquarters.

Manpower & Personnel Administration

• Maintain accurate records of site personnel, including employees, contractors, and visitors.

• Coordinate site mobilisation, demobilisation, transfers, and personnel movements.

• Assist with attendance, timesheets, leave records, and overtime documentation.

• Coordinate employee onboarding, site induction, and access requirements.

   

  Site Access & Security

  • Coordinate site access passes, security clearances, permits, and visitor registrations.

  • Maintain records of personnel entering and leaving the site.

  • Liaise with security personnel and relevant client/site representatives on access matters.

     

    Accommodation & Logistics

    • Coordinate accommodation, transportation, flights, crew changes, and other site logistics.

    • Arrange meeting rooms, site facilities, office supplies, and other administrative requirements.

    • Monitor accommodation and transportation arrangements for project personnel.

       

      Timesheet & Payroll Support

      • Collect and verify employee and contractor timesheets.

      • Consolidate attendance and overtime records for submission to HR/payroll.

      • Assist in resolving discrepancies related to attendance, timesheets, and allowances.

         

        Procurement & Invoice Administration

        • Raise or coordinate purchase requisitions for site administrative requirements.

        • Track purchase orders, delivery orders, invoices, and supporting documents.

        • Liaise with Procurement, Finance, vendors, and contractors regarding administrative and payment matters.

           

          Document Control Support

          • Maintain and update site records, registers, and administrative databases.

          • Ensure documents are properly indexed, filed, distributed, and archived.

          • Support the Project/Document Control team in maintaining project documentation.

             

            HSE & Compliance Support

            • Assist with site HSE documentation, records, and reporting.

            • Coordinate HSE induction and training records where required.

            • Maintain records of medical fitness, competency certificates, training, and other mandatory site requirements.

            • Support compliance with company, client, and site procedures.

               

              Meeting & Coordination Support

              • Arrange site meetings and prepare meeting rooms and materials.

              • Prepare agendas, attendance records, and minutes of meetings.

              • Follow up on administrative action items with relevant departments.

               

               

              Reporting & General Support

• Prepare routine site administrative reports and manpower summaries.
• Maintain trackers for personnel, accommodation, mobilisation, training, and site assets.
• Provide administrative support to the Site Manager, Project Manager, Construction Manager, and other site personnel.
• Perform other administrative duties as assigned by the Site Management.