Site Administrator

Project Bell AI Fabric Data Center
Location: Sherwood (Regina), Saskatchewan
Project Duration: Approximately 18 Month project, Commencing June, 2026
Position: Fixed Term Contract

                                                                               Site Administrator

The Site Administrator provides critical administrative support to the project team, ensuring the efficient operation of the construction site office. This role is responsible for document control, workforce onboarding and orientation coordination, timesheet administration, reporting, meeting coordination, data entry, and general office management. The Site Administrator acts as a key point of contact between project personnel, subcontractors, vendors, clients, and corporate departments to support successful project execution.

This is a Fixed Term position with an approximate end date of October, 2027.  The role will be located on site in Sherwood, Saskatchewan. 

Responsibilities

Project Administration

• Maintain and organize project files, records, and documentation in accordance with company policies and client requirements.
• Coordinate the preparation, distribution, and filing of project correspondence, reports, and meeting minutes.
• Assist with project mobilization and demobilization activities.
• Support project teams with document preparation, document tracking, and data management.
• Maintain project directories, contact lists, and organizational charts.

Document Control

• Manage incoming and outgoing project documentation, including drawings, specifications, RFIs, submittals, change notices, and transmittals.
• Ensure all project records are current, accurate, and properly filed within project management systems.
• Monitor document revisions and maintain version control.
• Assist with document retention and closeout requirements.

Workforce Administration

• Coordinate new hire onboarding and site orientation documentation.
• Maintain employee files, certifications, training records, and site access requirements.
• Track workforce attendance, timesheets, vacation schedules, and rotational schedules.
• Support payroll submissions and employee administrative inquiries.

Procurement and Vendor Support

• Process purchase orders, invoices, receipts, and expense reports.
• Maintain vendor and subcontractor records.
• Assist with material delivery tracking and inventory administration.
• Liaise with suppliers and subcontractors regarding administrative matters.
• Meeting and Communication Coordination
• Schedule meetings and conference calls for project teams.
• Prepare agendas, presentations, and meeting materials.
• Record and distribute meeting minutes and action items.
• Facilitate communication between site personnel, corporate departments, clients, and external stakeholders.

Office Management

• Manage day-to-day site office operations and administrative functions.
• Order and maintain office supplies, equipment, and consumables.
• Coordinate travel, accommodations, and transportation arrangements for site personnel when required.
• Ensure office facilities remain organized, functional, and compliant with company standards.
• Safety and Compliance Support
• Assist with site safety documentation and record keeping.
• Maintain training records, certifications, and compliance documentation.
• Support the project team in preparing reports and documentation required for audits and inspections.
• Promote adherence to company policies, procedures, and safety standards.

Qualifications

Education

• Diploma or Certificate in Business Administration, Office Administration, Human Resources, Accounting, or a related experience

Experience

• Minimum 3-5 years of administrative experience, preferably within the construction, industrial, engineering, or project-based environment.
• Experience supporting large construction projects or remote project sites is considered an asset.

Skills and Knowledge

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with document management systems and enterprise software (e.g., Procore, Workday, SAP, Oracle, or similar platforms).
• Strong attention to detail and accuracy.
• Ability to manage confidential information with discretion.
• Excellent time management and prioritization skills.
• Strong interpersonal skills with the ability to work effectively with diverse stakeholders.

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