Site Administrator x5 at Abubaker Technical Services and General Supplies Limited

Job Description

Provide administrative and logistical support to ensure the smooth operation of construction projects.
ii. Manage documentation, communication, and site logistics, contributing to the overall efficiency and success of the project.

Job Roles and Responsibilities:
1. Document Management: Organize and manage project documentation, including contracts, permits, drawings, and correspondence.
2. Communication: Facilitate clear and timely communication between project teams, stakeholders, and the main office.
3. Logistics Coordination: Arrange site logistics, including transportation, accommodation, and equipment rentals.
4. Timekeeping: Monitor and maintain accurate records of labor hours and attendance for project teams.
5. Procurement Support: Assist with procurement activities, including requisitions, orders, and inventory management.
6. Health and Safety Compliance: Ensure compliance with safety regulations and maintain safety-related records.
7. Meeting Coordination: Schedule and organize meetings, including site meetings, and prepare meeting agendas and minutes.
8. Subcontractor Management: Support the management of subcontractors, contracts, and performance tracking.
9. Budget Tracking: Assist in tracking project expenses, including labor, materials, and equipment costs.
10. Site Office Management: Maintain the site office, including supplies, equipment, and facilities.
11. Visitor Management: Manage site access, welcome visitors, and ensure safety protocols are followed.
12. Coordination: Coordinate activities among various construction trades to ensure smooth workflow.
13. Performs any other duty as assigned by the supervisor from time to time.

Key Performance Indicators (KPIs):
1. Document Organization: Effectiveness in organizing and maintaining accurate project documentation.
2. Communication Efficiency: Timeliness and clarity of communication among project stakeholders.
3. Logistics Management: Efficient coordination of transportation, accommodations, and equipment.
4. Timekeeping Accuracy: Maintaining accurate records of labor hours and attendance.
5. Procurement Support: Effective support in procurement activities and inventory management.
6. Health and Safety Compliance: Ensuring adherence to safety regulations and maintaining related records.
7. Meeting Coordination: Successful organization of meetings and timely distribution of meeting materials.
8. Subcontractor Management: Efficient management of subcontractor documentation and performance.
9. Budget Tracking: Accurate tracking of project expenses and adherence to budget.
10. Site Office Management: Maintenance of a well-organized and functional site office.
11. Visitor Management: Ensuring smooth visitor access and compliance with safety protocols.

Work Experience, Skills and Knowledge:
1. Organizational Skills: Ability to manage multiple tasks, documentation, and schedules.
2. Communication: Effective verbal and written communication with team members and stakeholders.
3. Attention to Detail: Ensuring accuracy in documentation, timekeeping, and logistics coordination.
4. Problem-Solving: Addressing logistical challenges and finding practical solutions.
5. Technical Proficiency: Familiarity with office software, documentation tools, and communication platforms.
6. Coordination: Efficiently coordinating logistics, meetings, and subcontractor activities.
7. Safety Focus: Understanding and prioritizing safety protocols and compliance.
8. Adaptability: Flexibility to handle changing project requirements and unexpected situations.
9. Team Collaboration: Working collaboratively with various stakeholders on the project.
10. Time Management: Efficiently managing administrative tasks and meeting deadlines.
11. Professionalism: Maintain a high level of professionalism and integrity in all interactions.
12. Working experience: Possession 6 years of leadership working experience of which 2 years should have been obtained at a supervisory level or equivalent capacity.