Site Administrative Specialist

وصف الوظيفة

The Site Administrative Specialist III will be responsible for coordinating and managing all advanced delegated critical administrative activities and tasks on site, including but not limited to the office infrastructure, office equipment, assistance to site personnel, cleaning services coordination, interfacing with local agents and site purchasing, and maintaining financial records and files. Will collect, analyze, and process all time sheets, and obtain required daily documentation/confirmation of work performed. Will collaborate with the Business partners and site personnel to assure all work hours are complied. Work is advanced clerical in nature and organizational skills are critical.

المتطلبات

• High School Diploma or equivalent
• 3+ years of experience in Administrative role or related industries
• Extensive travel to and from projects and various field assignments will be required
• Able to connect and communicate across all level of site personnel and internal colleagues/stakeholders
• Fluent and proficient in both spoken and written English

المسؤوليات

• Manage all advanced delegated critical administrative activities and task on site
• Work closely with Project Managers, and site managers to assure all work hours and tasks are complied
• Support site procurement
• Arrange accommodation and travel for new expatriate staff and site management team
• Understand local authorities’ requirements and ensure compliance in coordination with the Site Manager
• Run scheduled, and ad hoc reports as required for operations team
• Obtain required daily documentation/confirmation and correspondence of work performed
• Collect all time sheets or crews and process them through the appropriate approval process
• Maintain files, records, and calendars and schedule appointments
• Tracks and reconciles all site financial transactions on an ongoing basis
• Administer the site petty cash float as per procedure
• Records orders for merchandise or service
• Obtains and disseminates information regarding all personnel matters to employees
• Opens and routes incoming mail, answers correspondence, and prepares outgoing mail
• Greets and assists visitors and guests
• Maintains invoice, purchasing, regulatory, and correspondence filing systems
• Prepares and submits monthly billing summaries as required
• Prepares, documents and arranges transportation for all equipment and material being shipped
• Inventories administrative supplies and reorders as necessary
• Raise purchase orders and placing order
• Checks all invoices and arranging payment of the invoices through project accounts
• Consults with vendors to obtain pricing and availability information
• Ensure all creditor invoices are coded to the correct cost code
• Ensure quotes are passed on to the appropriate people
• Procure, control and maintain site equipment and ensure proper maintenance
• Maintain and ensure the site office and temporary site facilities are in a clean and safe working condition