SITE ADMIN

Job Summary:
The Site Admin manages day-to-day administrative operations at the project site, ensuring accurate documentation, proper record keeping, and efficient coordination between site personnel, subcontractors, suppliers, and the head office. Acting as a key administrative support to the project team, this role ensures the timely preparation of reports, monitoring of attendance, tracking of material deliveries, and maintenance of project records in accordance with company procedures. The position requires strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced construction environment.
Key Responsibilities:

1. Site Documentation & Record Management

• Maintain, organize, and update project documents, correspondence, delivery orders, purchase orders, and other site-related records.
• Ensure proper filing, document tracking, and timely submission of reports and administrative documents.
• Assist in preparing and maintaining site documentation in accordance with company procedures and project requirements.

2. Administrative Coordination & Communication

• Coordinate with project managers, site supervisors, subcontractors, suppliers, and head office to ensure smooth daily site operations.
• Handle incoming and outgoing correspondence, telephone calls, emails, and document submissions.
• Assist in arranging site meetings, preparing meeting minutes, and following up on administrative matters.

3. Attendance & Manpower Administration

• Monitor and maintain daily attendance, overtime, leave records, and manpower information for site staff and workers.
• Prepare attendance summaries and timesheets for payroll processing and management review.
• Coordinate with relevant personnel to verify manpower records and resolve attendance discrepancies.

4. Procurement & Material Delivery Coordination

• Assist in preparing purchase requisitions and coordinating with suppliers regarding material orders and delivery schedules.
• Record and verify delivery orders, goods received, and supporting documents for materials delivered to the site.
• Maintain updated records of material deliveries and report discrepancies or delays to the relevant site personnel.

5. Reporting & Data Management

• Prepare and update daily, weekly, and monthly administrative reports as required by the project team.
• Perform data entry and maintain accurate records using Microsoft Excel, Word, and other relevant systems.
• Compile and submit required information to the project manager or head office within the stipulated deadlines.

Requirements:

• Minimum Diploma, or equivalent qualification in Business Administration, Office Management, or a related field.
• At least 1–2 years of working experience in administration, preferably in the construction or project site environment. Fresh graduates with relevant skills may also be considered.
• Proficient in Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook.
• Good organizational, documentation, time-management, and multitasking skills.
• Good communication and interpersonal skills, with the ability to coordinate effectively with site personnel, suppliers, subcontractors, and head office.
• Able to work independently, maintain confidentiality, and meet deadlines in a fast-paced site environment.
• Willing to work at the project site and travel when required.
• Able to communicate in English and Bahasa Malaysia; additional language (Mandarin) is an advantage.