Construction Site Administrator at GIBB Engineering and Architecture

Key Responsibilities:

• Provide administrative support to the Project Manager and site team
• Manage and maintain the document control system in line with project and client requirements
• Maintain and update all project registers (transmittals, drawings, deliverables, RFIs, etc.)
• Control the issuing, receiving, and tracking of all project documentation
• Ensure proper document numbering, revision control, and formatting standards are applied
• Distribute documents through approved platforms (e.g. SharePoint)
• Ensure all documents are reviewed, approved, and signed off prior to issue
• Maintain an audit-ready document filing system (electronic and hard copy where required)
• Track overdue documents and follow up with responsible parties
• Compile and issue meeting minutes and track action items
• Support onboarding processes (medicals, inductions, access requests)
• Assist with compiling weekly and monthly project reports
• Maintain accurate records of correspondence for contractual purposes (EWs, CEs, RFIs, PMIs)
• Interface with client and contractor document controllers to ensure alignment
• Support compliance with quality management systems and audit requirements

Qualifications

• National Diploma or Certificate in Administration, Project Management, or related field
• Document Control certification (advantageous)

Experience

• Minimum 3 – 5 years’ experience in project administration
• Proven experience in document control within mining, construction, or EPC/EPCM environments
• Experience working on large-scale projects (advantageous)
• Experience working in similar client environments advantageous