Site Administration Manager at Stefanutti Stocks

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 escalate 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.

Deadline:21st October,2026