Site Administrator

Job description / Role

• To manage the site administration functions, interfacing with the site employees, client representatives and support office departments.
• Covering administration on site for HR, procurement, time and attendance, finance and communications.
• To be the point of contact on site for any administration query
• To ensure ALEC policies and procedures are followed in the site office
• To manage the Receptionist, Office Assistants, drivers and cleaners, delegating tasks and objectives
• To support the Contract Manager and Commercial Manager with any administrative duties e.g. minute taking, typing, document flow between site and DIC functions (HR, Payroll and Finance)
• To provide the client with administrative support if required
• To oversee the site office facilities to ensure they are appropriately managed and maintained, with respect to general layout, faxes, printers, stationary cupboard etc
• To oversee the booking of meeting rooms ensuring that the room is set up appropriately, refreshments are provided and after the meeting the room is cleared ready for the next meeting
• To monitor the printers, faxes and network connectivity on site, ensuring they are in working, if not, report faults to ensure down time is minimised, liaising with IT accordingly
• To monitor the printers and faxes on site, ensuring they are adequately stocked
• To manage the recycling in the site offices, ensuring paper bins are provided and collected by the office assistants on a regular basis
• To ensure the site offices are kept safe, clean, tidy and presentable, rectifying issues where necessary
• To oversee the driver schedules ensuring that all staff who require transport are accounted for

HR Administration
• Coordinate with the recruitment team the arrival of new staff, ensuring their workstation (with network connectivity)and stationary (if required) is arranged prior to arrival, site office orientation is given with introductions to key personnel and any requirements that enable the employee to be ‘fit for work’
• To supply HR related forms to all staff on site
• To receive leave and advanced leave applications, prepare advanced time sheets and ensure they are approved, log them locally and send the original into DIC
• To ensure a staff transfer form and a transfer appraisal form is completed for any internal transfers (both staff and labour)
• To ensure accommodation and transport are arranged for staff transferring to other sites
• To work in collaboration with the Contract Manager and Senior Department Representative to update the schedule of release dates from the site on a monthly basis
• To support employees in completing medical claims forms
• To receive NOC application forms and forward them to DIC
• To support the Training and Development Team in scheduling, and informing people of training courses
• To coordinate visa renewal medical appointments with the PRO team
• To monitor which employees are using staff transport and provide a transport register to HR and Payroll on a monthly basis

Finance Administration
• To administer and manage the site petty cash (if appointed), providing there is no Site Accountant, and under the supervision of the Commercial Manager

Time and Attendance Administration
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Requirements

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
• To complete and monitor timesheets for all staff
• To support the implementation of the automated Time and Attendance System, when applicable

Procurement Administration
• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

Communications Administration
• To update communications boards on the site with any new bulletins and updates
• To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation

Other Skills / Abilities
• Excellent communication skills (verbal & written)
• Advanced in use of MS Office (Word, Excel)
• Ability to organise a large group of people
• Admin experience would be an advantage

About the Company

ALEC Engineering & Contracting LLC (ALEC), part of the Investment Corporation of Dubai (ICD), is a large construction company with related businesses operating in the UAE and as of 2020, Saudi Arabia. ALEC also has an ongoing presence in Qatar, Ethiopia, and Oman.

ALEC has consistently evolved and grown over the last 20 years to become a trusted partner for the execution of complex and iconic construction projects. Quality, safety, functionality, and aesthetics are of the utmost importance to the company when building and providing construction solutions for clients.