Site Administrator (Mining / Project Management / Operations) – Namibia

CA Global; Oakland (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

CA Mining in Oakland, California, is seeking a Site Administrator to book and manage travel, accommodation, and transport for site staff and visitors, ensuring policy compliance, budgets, and deadlines while supporting project teams with essential admin tasks.

The role includes accurate ERP data entry (Pronto), roster and hours management, payroll reporting, purchase requisitions, and invoice filing and reconciliation, with a focus on efficiency, safety, and proactive problem solving.

Qualifications

• Bachelor or tertiary qualification in business administration or logistics.
• Minimum 5 years of site-based admin experience.
• Proficiency with ERP systems and data management.
• Strong attention to detail and organizational skills.
• Proactive communicator and problem-solver.

Responsibilities

• Book and manage travel, accommodation, and transport for site staff and visitors.
• Enter and manage operational and mechanical data in the ERP system (Pronto).
• Administer site rosters, shifts, hours, and payroll reporting.
• Handle purchase requisitions, invoicing, filing, tracking and reconciliation.
• Provide onboarding support and general administrative assistance across project teams.
• Conduct weekly planning meetings and monitor daily rosters to support processes.

Skills

ERP systems

Data entry

Office software

Communication

Organization

Education

Tertiary qualification in business administration or logistics

Tools

Pronto ERP

Job description

Reference No. LB 12 12 25

Job Description

Our client, a global mining services company, is seeking a Site Administrator who will be responsible for booking and managing business travel and accommodation for all the company’s employees at the site as well as for other incoming employees and/or other visitors assigned by the company, ensuring compliance with company policies, budgets, and deadlines. They handle the entry of operational and mechanical data into the ERP system, currently Pronto, raise purchase requisitions, and manage the site roster, including scheduling and tracking working hours for reporting purposes. They ensure invoices are properly filed, tracked, and reconciled while providing general administrative assistance to the project team. Their role is critical in maintaining accurate records, ensuring smooth site operations, and reducing administrative inefficiencies.

Responsibilities

Leadership and People Management

• Manage travel, accommodation, and transport logistics for all site employees and visitors within policy and budget.
• Oversee accurate ERP data entry, including operational and mechanical information.
• Administer site rosters, shifts, working hours, and payroll-related reporting.
• Manage purchase requisitions and invoice filing, tracking, and reconciliation.
• Provide onboarding support, clear communication, and general administrative assistance across project teams.

HSE&Q

• Uphold personal and team health and safety responsibilities.
• Ensure workplace HSE&Q standards are consistently implemented.
• Comply with all health, safety, and environmental laws and regulations.
• Report safety concerns or anomalies promptly to supervisors.
• Maintain accurate HSE&Q documentation and support site protocol compliance.

Operational

• Ensure compliance with security, travel, expense, and procurement policies.
• Enter, track, and manage operational and mechanical data in the ERP system.
• Coordinate travel arrangements and resolve issues such as changes, delays, and cancellations.
• Maintain accurate records of travel, rosters, working hours, expenses, and invoices.
• Conduct weekly planning meetings, monitor daily rosters, and support process improvements for efficient site administration.

Requirements: Qualification and Skill

• Relevant tertiary qualification in business administration, logistics, or a related field.
• Proficiency in ERP systems or business management software and training in administrative processes, data management, or procurement is preferred
• Valid driving license is advantages
• A minimum of 5 years of experience in a similar site-based administrative role.
• Proficient in office software, including word processing, spreadsheets, and ERP systems.
• Highly organized, managing travel bookings, data entry, procurement processes, and roster administration efficiently.
• Strong attention to detail with accurate data entry, document control, reporting, and financial record tracking.
• Effective communicator with a proactive, problem-solving approach and strong initiative.

CA Mining

[ad_2]