Site Office Administrator

The Role

The Office Admin is responsible for day-to-day office administration tasks within the construction site office and the project team. Duties include general office management tasks such as procurement of office supplies and services, setting up meetings, taking minutes, drafting documents from notes etc.

Key Responsibilities Include

• Greet visitors, contractors, and suppliers with a friendly and professional demeanor.
• Answer incoming phone calls, direct calls to appropriate personnel, and take messages as needed.
• Maintain the reception area's cleanliness and orderliness, ensuring it reflects a positive image of the company.
• Manage incoming and outgoing mail and packages.
• Provide general administrative support to staff, including photocopying, scanning, and faxing documents.
• Maintain open communication and collaborate with the HR department and other SG administration team members to stay abreast of incidents, work-related matters, and other relevant updates to ensure a well-coordinated and efficient office environment.
  
  

Manage the site office's day-to-day stock and procurement of groceries, catering, consumables, etc.Assist with site office admin, including taking meeting minutes when required, coordinating visitors’ logistics, and liaising with the marketing teamFinancial tracking of site-specific expenses, ensuring alignment with the project budget.Liaising with the construction team to ensure accurate reporting of on-site expenditures.Tracking and maintaining an asset register.Conversing with employees and/or clients and vendors to obtain or verify informationManaging the safeguarding of physical assets on sitePrepare procurement and supplier onboarding documentationAd hoc duties and reporting as directed

Document Control Assistance

• Document Version Control: Tracking and maintaining different versions of documents to ensure that the latest revisions are always available and that changes are properly documented.
• Document Review and Approval: Coordinating the review and approval processes for documents, ensuring that the right individuals or teams provide input and sign off on documents as needed.
• Document Distribution: Ensuring that documents are distributed to the appropriate parties, both internally and externally, and that confidentiality and security protocols are followed.
• Data Entry and Recording: Entering and updating information in document management systems or databases, keeping accurate records of document status, changes, and approvals.
  
  

Education & Experience

• Document Control experience is advantageous
• Grade 12 (NQF Level 4)
• National Diploma in Administration/Business studies
• 1 -2 years of experience in a technical environment
• Highly organized
• Proficient in the use of Word, Excel, and Outlook
• Verbal and written communication skills
• Typing accuracy and efficiency controls.
• Driver’s License