Site Administration Manager

Stefanutti Stocks Group; Johannesburg; On-site; ZAR 600,000 - 1,200,000; Full time

Job summary

Stefanutti Stocks Inland is seeking an experienced Site Administration Manager to lead the administration function on a large-scale multi-disciplinary construction project in Gauteng. You will oversee the site administration team, processes, trackers and reporting, ensuring accuracy, confidentiality and audit readiness.

The role requires extensive experience in construction admin, strong Excel skills, and a proven ability to manage deadlines, coordinate with HR, Payroll and project management,

Qualifications

• Minimum 10 years' relevant administrative experience, preferably in construction or project environments.
• At least 5 years' experience in a senior or supervisory site administration role.
• Experience with timesheets, site personnel records, reporting, procurement administration and document control.

Responsibilities

• Take overall responsibility for the effective management of the site administration function.
• Establish and maintain efficient site administrative processes, systems and controls.
• Manage the flow of administrative information between site departments and project management.
• Ensure project administrative records are accurate, complete and maintained appropriately.
• Develop and maintain project trackers, registers and reporting schedules.
• Ensure administrative deadlines and project reporting requirements are consistently achieved.
• Act as the central administrative coordination point for the project where required.
• Supervise and coordinate the site administration team.
• Allocate work and monitor administrative workloads and priorities.
• Set clear responsibilities, deadlines and performance expectations.
• Provide guidance and support to administrative personnel.
• Ensure adequate administrative coverage across the project.
• Promote a professional, service-orientated and collaborative working environment.
• Identify administrative process improvements and implement practical solutions.
• Working closely with HR and Payroll, the Site Administration Manager will:
• Coordinate site personnel administration and records.
• Maintain accurate manpower and personnel information.
• Assist with new starter and mobilisation administration.
• Coordinate site documentation requirements for employees and contractors.
• Monitor and maintain employee and contractor information as required.
• Coordinate employee movement and demobilisation documentation.
• Assist with project manpower reports and headcount information.
• Maintain confidentiality of employee and project information.

Skills

Site administration

Team supervision

HR & Payroll liaison

MS Excel

Document control

Education

Grade 12 / Matric

Relevant tertiary qualification in Business Administration or Office Management

Tools

Buildsmart

MS Office

Job description

Stefanutti Stocks Inland is seeking an experienced, highly organised and professional Site Administration Manager to join the project team on a large-scale Multi-Disciplinary Construction Project in Gauteng.

Key Responsibilities

Site Administration Management

• Take overall responsibility for the effective management of the site administration function.
• Establish and maintain efficient site administrative processes, systems and controls.
• Manage the flow of administrative information between site departments and project management.
• Ensure project administrative records are accurate, complete and maintained appropriately.
• Develop and maintain project trackers, registers and reporting schedules.
• Ensure administrative deadlines and project reporting requirements are consistently achieved.
• Act as the central administrative coordination point for the project where required.

Administration Team Management

• Supervise and coordinate the site administration team.
• Allocate work and monitor administrative workloads and priorities.
• Set clear responsibilities, deadlines and performance expectations.
• Provide guidance and support to administrative personnel.
• Ensure adequate administrative coverage across the project.
• Promote a professional, service-orientated and collaborative working environment.
• Identify administrative process improvements and implement practical solutions.

Personnel & Workforce Administration

• Working closely with HR and Payroll, the Site Administration Manager will:
• Coordinate site personnel administration and records.
• Maintain accurate manpower and personnel information.
• Assist with new starter and mobilisation administration.
• Coordinate site documentation requirements for employees and contractors.
• Monitor and maintain employee and contractor information as required.
• Coordinate employee movement and demobilisation documentation.
• Assist with project manpower reports and headcount information.
• Maintain confidentiality of employee and project information.

Time & Attendance Administration

• Oversee the administration and submission of site timesheets.
• Coordinate time and attendance information with supervisors and management.
• Monitor the timely submission of working hours, overtime and other relevant information.
• Identify discrepancies and coordinate corrections prior to submission.
• Liaise with HR and Payroll regarding attendance-related information and queries.
• Ensure accurate records are maintained for audit and project purposes.

Document & Records Coordination

• Ensure site administrative documentation is appropriately controlled, filed and retrievable.
• Maintain structured electronic and hard-copy filing systems.
• Coordinate administrative document registers and trackers.
• Ensure confidentiality and controlled access to sensitive project information.
• Support project teams in collating documentation for audits, reviews and reporting.
• Work closely with formal Document Control personnel where such functions are separately established.

Procurement & Commercial Administration Support

• Provide administrative support for project purchasing and procurement activities.
• Coordinate purchase requisitions, orders, delivery documentation and supporting records where applicable.
• Liaise with Procurement, Commercial and Finance teams regarding administrative requirements.
• Maintain supplier and service provider administrative records.
• Assist with invoice tracking and supporting documentation.
• Follow up on outstanding administrative information from suppliers and internal departments.
• Support project cost-control processes through accurate recordkeeping and reporting.

Meetings & Project Reporting

• Coordinate project meetings, meeting rooms and administrative arrangements
• Prepare agendas, meeting packs and supporting documentation where required.
• Ensure minutes and action registers are maintained for relevant meetings.
• Follow up on outstanding administrative actions.
• Compile routine weekly and monthly project administration reports.
• Maintain dashboards, trackers and management information.
• Assist management with presentations, reports and project correspondence.

Site Services & General Project Support

• Coordinate closely with the Facility Manager, HR, H&S, Security, Commercial, Procurement and Construction teams to support smooth project operations.
• Assist with office and administrative requirements for project personnel.
• Coordinate stationery, office consumables and general administrative resources.
• Support visitor and meeting arrangements where required.
• Assist with mobilisation and demobilisation administration as the project progresses.
• Coordinate ad hoc administrative requirements for Project Management.

Compliance & Audit Readiness

• Ensure administrative processes comply with company procedures and project requirements.
• Maintain accurate records and supporting evidence for internal and external audits.
• Assist departments in preparing administrative information for compliance reviews.
• Monitor document completeness and elevate outstanding information.
• Ensure project administration remains audit-ready throughout the project lifecycle.

Qualifications

• Grade 12 / Matric
• Relevant tertiary qualification in Business Administration, Office Management, Project Administration, Management or a related field will be advantageous.

Experience

• Minimum 10 years' relevant administrative experience, preferably within the construction, engineering, infrastructure or project environment.
• At least 5 years' experience in a senior or supervisory site administration role will be advantageous.
• Experience on Buildsmart will be advantageous
• Previous experience working on a large-scale construction project is highly desirable.
• Proven experience supervising and coordinating an administrative team.
• Strong understanding of construction site administration and project support requirements.
• Experience with timesheets, site personnel records, reporting, procurement administration, document control and general site administration.
• Strong computer literacy, particularly Microsoft Excel, Word, PowerPoint and Outlook.
• Strong Excel skills and the ability to manage complex trackers, schedules and reports.
• Excellent written and verbal communication skills.
• Strong attention to detail and document control discipline.
• Ability to work under pressure and meet strict project deadlines.