Site Administrator

Millbank Holdings Limited; Swansea; On-site; GBP 25,000 - 35,000; Full time

Job summary

A project management company in Wales is seeking a proactive Site-Based Administrator to support day-to-day project operations. The successful candidate will coordinate safety, training, and administration tasks in a busy environment. Ideal candidates should have a proven track record in administration, strong IT skills, and exceptional attention to detail. This is a great opportunity for someone thriving in a dynamic setting.

Qualifications

• Experience in a busy, process-driven environment.
• Confidence using new systems.
• Professional communication at all levels.

Responsibilities

• Inputting safety data into Active systems.
• Supporting site payroll and timesheet collation.
• Maintaining and updating the project asset register.
• Coordinating office communications and organizing project documentation.
• Liaising with training providers and contract personnel.

Skills

Proven administrative experience

Strong IT skills

Excellent communication skills

Outstanding organisational skills

Attention to detail

Tools

Microsoft Office

Job description

Do you thrive in a fast-paced environment where your organisational skills directly impact the success of a major project?

Are you looking for a site-based role where you’ll be the go-to person, supporting operations, safety, training, and project coordination all in one?

Would you enjoy a position where no two days are the same and your attention to detail keeps an entire project running smoothly?

The Opportunity

We are looking for a proactive and highly organised Site-Based Administrator to support the day-to-day operations of a busy project environment. This is a hands‑on role where you will be a key point of coordination across safety, training, asset management, and general site administration. If you’re someone who thrives in a dynamic setting and enjoys being at the heart of operations, this is the role for you.

Your duties and responsibilities will be

• Inputting safety data into Active (PASTA, Safe Card, Process Safety Card, TBTs, Briefings etc.).
• Supporting site payroll through weekly timesheet collation and Mpower input.
• Maintaining and updating the project asset register; managing asset sign‑in/out.
• Booking meeting rooms and organising onsite buffets.
• Managing guest/client handling including sign‑in/out processes.
• Coordinating office communications and organising project folders and CPP documentation.
• Maintaining electronic and hard‑copy project records.
• Managing orders for stationery and consumables (water, waste removal, cleaning products, milk etc.).
• Processing goods receipts and managing proof of deliveries/collection notes.
• Supporting general team admin as required.
• Identifying training needs and managing the onboarding tracker/matrix.
• Handling onsite admin duties such as IT requests, PPE/clothing distribution and record keeping.
• Managing data entry into the ONBOARD competency management platform.
• Liaising with training providers, AIS, ECITB, ONBOARD and contract personnel to ensure training compliance.
• Assisting the Contract Safety Team with internal communications and training coordination.
• Acting as the focal point for all training requests to ensure personnel meet contract and competency requirements.

You will have the following qualifications & experience

• Proven administrative experience in a busy, process‑driven environment.
• Strong IT skills, especially in Microsoft Office, with confidence using new systems.
• Excellent communication skills with a professional approach at all levels.
• Outstanding organisational skills with the ability to manage competing deadlines.
• Exceptional attention to detail and a proactive, dependable problem‑solving approach.

Get in touch now

If you're seeking a new opportunity and think you have the relevant skills and experience our client is looking for, then this could be the opportunity for you, so apply now or contact Emma Chambers via LinkedIn.

Millbank Holdings Ltd is an equal opportunities employer committed to creating an inclusive and diverse workforce. We welcome applications from all suitably qualified individuals, regardless of background, and encourage candidates from underrepresented groups to apply.

We are proud to be a member of the Disability Confident Scheme, and we are committed to ensuring an accessible and supportive recruitment process for everyone. If you require any adjustments at any stage, please let us know and we’ll do our best to accommodate.

Millbank operates as both an Employment Agency and an Employment Business.