Site Administration Manager

In brief

**Overview** Stefanutti Stocks Inland, a division of Stefanutti Stocks, is seeking an experienced, highly organised and professional Site Administration Manager. This role is for a project team working on a large-scale Multi-Disciplinary Construction Project located in Gauteng. **What you will do** * **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:** 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. **Requirements (from the original advert)** * 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. **Who should apply** An experienced, highly organised, and professional individual with a minimum of 10 years of administrative experience, ideally within construction, engineering, infrastructure, or project environments. The ideal candidate should have proven experience supervising and coordinating an administrative team, and a strong understanding of site administration in large-scale construction projects. They must possess strong computer literacy, excellent communication skills, keen attention to detail, and the ability to perform under pressure to meet strict deadlines. **Deadline** 21st October, 2026 **Reference** Original posting: https://www.myjobmag.co.za/job/site-administration-manager-stefanutti-stocks Source: myjobmag

Summary drafted with AI assistance from the original advert. The advert itself is the authority — how we use AI.

At a glance

• At least 5 years of experience.

• Microsoft Excel
• Payroll
• Project management

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

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