Site Administrator

Fohntech Group; Henegouwen; On-site; EUR 32,000 - 52,000; Full time

Job summary

Fohntech group is seeking a Site Administrator for a long-term Datacentre project in Belgium. You will supervise site admins across multiple projects, handle timesheets, travel and accommodation arrangements, and support the Project Manager and General Manager.

The role requires strong administration, MS Office proficiency, and the ability to coordinate between site offices and central teams, with responsibility for payroll-related reporting and staff movements.

Qualifications

• Strong administration experience with at least 4 years.
• Proficiency in Microsoft Word, Excel and Outlook.
• Ability to liaise and manage all site paperwork.
• Experience in construction or engineering industry preferred but not essential.

Responsibilities

• Supervise and advise site admins on timesheet and travel management.
• Coordinate flights, hotels and accommodation for sites.
• Support project, contract, and general managers in approvals.
• Maintain staff turnover tracker and site movements for payroll.
• Monitor site staff information and maintain file structures.
• Assist document controllers with O&M manuals.

Skills

Administration

Multitasking

Interpersonal skills

Organisational skills

Telephone etiquette

Tools

Microsoft Word

Excel

Outlook

Job description

Fohntech group are looking for a Site Administrator for a project in Belgium. This is a long term project on a Datacentre.

Key Responsibilities of the Role:

• Supervise and advise site administrators on different projects inrelation to Timesheet management , travel management , vehicle management , accommodationmanagement , Assignment of personnel and expenses
• Timesheet management Ensure all site administrators have uploadedtimesheets for assigned sites and that they are accurately and efficientlyupdated and issued on time for entry into SAP.
• Review and ensure all timesheets for direct employees and staffare accurate and balanced with available information
• Review the regional statistics submission sent to the EHS SeniorSafety Officer by the Site Manager at the end of each month travel management Make sure all siteadministrators book flights and hotels on time
• Support to the Project Manager, Contract Manager and GeneralManager in the approval and booking of flights
• Primary point of contact between the travel department, generalmanager and contract manager and the sites
• Supervision of the maintenance and updating of the staff turnovertracker for all sites.
• Vehicle management supervision. Ensure site administrators updatevehicle registrations on all sites
• Support for managing driving licenses/applications, car rentalapplication, and car tickets
• Accommodation management Handle all queries from site staffregarding your apartments in Frankfurt through the Frankfurt AccommodationSupervisor.
• Supervision of staff allocation and expenses. Maintenancemonitoring and tracking of site staff movements for accurate SubsistenceReports, which need to be sent to payroll
• Monitoring of requests and monthly audits of employee expenses,main point of contact for approvals and support in the payment process
• Supervision of collection, maintenance and filing of employeedocuments in the file key e. sun. passport, A1, EHIC
• Monitor and approve site staff information in various records inan accurate and timely manner, sending it to the Central Office
• Supervise the maintenance of stationary levels in the office andensure the maintenance of a stock.
• Support to be a point of contact between the site administrators,the central office and the site staff, advising if necessary and resolvingproblems as quickly as possible
• Support other Frankfurt based site managers when required(holiday/sick cover) and maintain staff rotation schedule for other sitemanagers to ensure all sites are covered.
• Assist document controllers if requested. Help / assistance if necessary,with the generation / maintenance / archiving and monitoring of the O&MManuals.
• Review and report on the file key structure making sure thegeneral instructions are followed by everyone.
• Key file audits for all sites monthly
• Site material support with general inquiries when needed
• Point of contact and support for the General Manager, ContractManagers and Project Managers for general inquiries

Essential Criteria for the Role:

• Strong Administration with minimum 4 years’ experience
• PC literate with competency in Microsoft Word, Excel,Outlook
• Ability to liaise and manage all site paperwork
• Experience in the construction or engineering industry advantagebut not essential
• Excellent telephone manner
• Ability to multitask and work under pressure
• Strong interpersonal and organisational skills
• Pride in the quality and presentation of work