Site Administrator

Elk Recruitment; Connacht; On-site; EUR 32,000 - 45,000; Full time

Job summary

Elk Recruitment seeks an experienced Site Administrator to join a growing client team in Waterford. This role focuses on administrative support, documentation, and on-site coordination for construction projects.

You will maintain project records, update schedules, manage timesheets, and assist with procurement while ensuring health and safety compliance and accurate reporting.

Qualifications

• Minimum of 2 years’ experience in administrative roles; experience within the construction industry is mandatory.
• Familiarity with construction documentation, compliance, and terminology is needed.

Responsibilities

• Administrative Support: Organise and maintain project documentation, reports, schedules.
• Documentation and Compliance: Ensure documentation is filed per standards and update safety records.
• Coordination and Communication: Act as main point of contact between project managers, contractors, and site staff; schedule meetings and minutes.
• Procurement and Inventory Management: Assist in ordering supplies and track materials to maintain stock levels; verify supplier invoices.
• Safety and Compliance Support: Maintain safety documentation and incident records; ensure on-site compliance.
• Data Entry and Reporting: Enter data into PM software and generate progress, budget, and resource reports.

Skills

Organisational skills

Attention to detail

Communication

Problem solving

Teamwork

Adaptability

Tools

MS Office

Project management software (e.g., Zutech)

Job description

At Elk Recruitment, we are looking for a driven Site Administrator to join our client’s growing team based in Waterford. This is a fantastic opportunity for an experienced Site Administrator to make a real impact in an innovative and growing organization.

Key Responsibilities may include but are not limited to:

Administrative Support

• Organise and maintain project documentation, including contracts, permits, inspection records, and compliance reports.
• Prepare and distribute daily, weekly, and monthly reports related to site activities, personnel attendance, and project progress.
• Update project schedules and track project milestones to report to the Site/Project Manager.

Documentation and Compliance

• Ensure all documentation is filed in compliance with company and regulatory standards.
• Maintain and update records on safety inspections, training records, and incident reports as required by safety regulations.
• Handle and record timesheets, attendance logs, and ensure payroll data is accurate for construction site staff.

Coordination and Communication

• Act as the main point of contact for communication between project managers, contractors, vendors, and site personnel.
• Coordinate and schedule meetings, site inspections, and safety briefings, taking minutes as needed.
• Assist with logistics for site operations, including deliveries, access passes, and contractor onboarding.

Procurement and Inventory Management

• Assist in ordering supplies, materials, and equipment, ensuring availability on-site as per the project schedule.
• Track inventory and monitor materials consumption, working with the procurement team to maintain adequate stock levels.
• Verify invoices from suppliers and submit them for payment approval.

Safety and Compliance Support

• Support the site safety officer by maintaining updated safety documentation and incident records.
• Ensure that all personnel on-site are compliant with health, safety, and environmental regulations.
• Coordinate emergency drills and ensure emergency contact lists are up to date.

Data Entry and Reporting

• Enter data into project management software and company systems, maintaining accuracy and timeliness.
• Generate reports for project progress, budget updates, and resource allocation.
• Track project expenses and assist in budget monitoring by recording financial transactions.

Key Skills & Qualifications

Experience:

• Minimum of 2 years’ experience in administrative roles; experience within the construction industry is mandatory.
• Familiarity with construction documentation, compliance, and terminology is needed.

Technical Skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Experience with project management software (e.g., Zutech) is a plus.

Personal Attributes:

• Organisational Skills: Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Attention to Detail: High accuracy in data entry, document management, and reporting.
• Communication: Strong verbal and written communication skills, comfortable interacting with different stakeholders.
• Problem-Solving: Able to handle administrative issues independently and proactively identify solutions.
• Teamwork: Collaborative, with the ability to work effectively with diverse site teams and external partners.
• Adaptability: Flexible and able to adapt to the changing needs of a dynamic construction environment.