Site Administrator

ITAC; Wilmington (NC); On-site; USD 54,000 - 58,000; Full time

Benefits offered by this job

Health, Vision, and Dental Insurance

401k & ESOP

Life Insurance

Short & Long-Term Disability

Paid Time Off

Paid Holidays

Paid Parental Leave

Bereavement Leave

Employee Assistance Program

Wellness Program

Mentorship Program

Safety Incentive Program

24/7 Chaplain Care

Job summary

ITAC is seeking a Site Administrator to support administrative operations for industrial construction projects at a client site in Wilmington, NC. The role coordinates site office activities, manages records, and supports payroll and workforce administration tasks.

Based at an active industrial construction site, the position involves ensuring timely documentation, compliance, and effective communication between field personnel and corporate teams.

Responsibilities

• Maintain organized project files, records, and correspondence.
• Prepare and distribute site reports, meeting minutes, and project communications.
• Coordinate site office activities and provide general administrative support to project management teams.
• Process incoming and outgoing mail, deliveries, and project documentation.
• Assist with document control and maintain current project records.

Job description

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988 on a dream and a $5K loan, ITAC is a true success story. From humble beginnings to an ENR-Ranked Top Design Firm with a nationwide footprint and over 450 employees operating from 6 offices in Virginia, North Carolina, and South Carolina, we provide Fortune 500 companies with innovative design-build solutions. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

ITAC’s purpose is to make life better. For our employees, this means providing them with the resources and flexibility they need to have both a rewarding career and a fulfilling family life. ITAC is 100% employee-owned. Through our Employee Stock Ownership Plan (ESOP) and Direct Stock Ownership, every team member has the unique opportunity to be an owner who shares in the company’s growth and earnings. We offer our team a comprehensive benefits package and numerous employee incentives. Rooted in love, we serve and care for our employees like family.

We hire passionate and motivated people with an innovative mindset and the desire to grow. If the thought of challenging, fast-paced projects excites you, then you’ve come to the right place. At ITAC, you’ll be part of a collaborative team that works hard to make life better. For more information, visit itac.us.com.

The Site Administrator provides comprehensive administrative, workforce administration, payroll support, compliance documentation, and project coordination services for industrial construction projects. This position serves as a key liaison between project personnel, client representatives, subcontractors, and corporate support departments to ensure accurate, timely, and compliant administrative operations.

***Please note this position is located at a client site, working in an active industrial construction job site***

Administrative Support

• Maintain organized project files, records, and correspondence.
• Prepare and distribute site reports, meeting minutes, and project communications.
• Coordinate site office activities and provide general administrative support to project management teams.
• Process incoming and outgoing mail, deliveries, and project documentation.
• Assist with document control and maintain current project records.

Workforce Administration

• Assist with onboarding and orientation of employees, subcontractors, and visitors.
• Verify required site access documentation, certifications, and training records.
• Track workforce rosters and maintain personnel records in accordance with company policies.
• Support employee services activities related to project staffing and workforce changes.

Timekeeping & Payroll Support

• Collect, review, and process employee timesheets and labor reports.
• Verify employee labor allocations, cost codes, and project assignments.
• Assist employees and supervisors with timekeeping system questions.
• Coordinate with Payroll and Employee Services to resolve discrepancies.

Site Compliance & Safety Documentation

• Maintain safety training records, certifications, and required compliance documentation.
• Assist with badging, access requests, and client-specific site requirements.
• Track OSHA certifications, fit testing records, and other site-specific qualifications.
• Support audits and inspections by ensuring documentation is accurate and readily available.

Project Controls Support

• Assist with tracking purchase orders, invoices, equipment logs, and subcontractor documentation.
• Maintain project reporting metrics and update project databases.
• Support change management and cost tracking efforts by collecting required documentation.
• Coordinate document flow between field operations, project controls, procurement, and accounting.

Communication and Coordination

• Serve as a liaison between field personnel and corporate departments.
• Coordinate site meetings, visitor schedules, and conference room logistics.
• Communicate project updates and administrative requirements to project teams.
• Support client interactions by maintaining professional and responsive communication

From internships to seasoned professionals, our growing company provides career opportunities for all levels of experience. We offer our team a comprehensive benefits package and numerous employee incentives. For life’s challenges, we also provide our employees and their immediate families with certified chaplains for around-the-clock encouragement and support. Rooted in love, we serve and care for our employees like family. ITAC provides benefits such as:

• Health, Vision, and Dental Insurance
• 401k & ESOP
• Life Insurance
• Short & Long-Term Disability
• Paid Time Off
• Paid Holidays
• Paid Parental Leave
• Bereavement Leave
• Employee Assistance Program
• Wellness Program
• Mentorship Program
• Safety Incentive Program
• 24/7 Chaplain Care

The typical salary range for this position is $54,080-$58,240