- 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 escalate outstanding information.
- Ensure project administration remains audit-ready throughout the project lifecycle.
- Grade 12 / Matric
- Relevant tertiary qualification in Business Administration, Office Management, Project Administration, Management or a related field will be advantageous.
- 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.
Deadline:21st October,2026