Site Administrator

2 weeks ago


ras al khaymah, United Arab Emirates ALEC Full time
ALEC Engineering and Contracting L.LC. (ALEC), part of the Investment Corporation of Dubai (ICD), is a large construction company with related businesses operating in the GCC with a presence in Africa. ALEC has consistently evolved and grown over the last 20 years to become a trusted partner for the execution of complex and iconic construction projects. The company builds and provides construction solutions to exceed our clients’ expectations for quality, safety, functionality, and aesthetics.ALEC has extensive experience in complex projects across diverse sectors including airports, retail, hotels & resorts, high-rise buildings, themed projects as well as construction management, design management, estimating, cost planning and procurement.ALEC also possesses a Design and Build capability, which enables us to provide integrated construction solutions to our clients. ALEC offers its clients a complete turnkey solution with construction, MEP, fit-out, energy efficiency solutions and solar opportunities, facilities management capabilities, heavy equipment rental as well as technology systems.We are currently seeking a highly motivated and experienced Site Administrator to join our team.Position OverviewTo manage the site administration functions, interfacing with the site employees, client representatives and support office departments. Covering administration on site for HR, procurement, time and attendance, finance and communications.Core Job FunctionsTo be the point of contact on site for any administration query2. To ensure ALEC policies and procedures are followed in the site office3. To manage the Receptionist, Office Assistants, drivers and cleaners, delegating tasks and objectives4. To support the Contract Manager and Commercial Manager with any administrative duties e.g.minute taking, typing, document flow between site and DIC functions (HR, Payroll and Finance)5. To provide the client with administrative support if required6. To oversee the site office facilities to ensure they are appropriately managed and maintained, with respect to general layout, faxes, printers, stationary cupboard etcTo oversee the booking of meeting rooms ensuring that the room is set up appropriately,refreshments are provided and after the meeting the room is cleared ready for the nextmeetingTo monitor the printers, faxes and network connectivity on site, ensuring they are inworking, if not, report faults to ensure down time is minimised, liaising with IT accordinglyTo monitor the printers and faxes on site, ensuring they are adequately stockedTo manage the recycling in the site offices, ensuring paper bins are provided and collectedby the office assistants on a regular basisTo ensure the site offices are kept safe, clean, tidy and presentable, rectifying issues wherenecessary7. To oversee the driver schedules ensuring that all staff who require transport are accounted for8. HR AdministrationCoordinate with the recruitment team the arrival of new staff, ensuring their workstation (withnetwork connectivity)and stationary (if required) is arranged prior to arrival, site officeorientation is given with introductions to key personnel and any requirements that enable theemployee to be ‘fit for work’To supply HR related forms to all staff on siteTo receive leave and advanced leave applications, prepare advanced time sheets and ensure theyare approved, log them locally and send the original into DICTo ensure a staff transfer form and a transfer appraisal form is completed for any internaltransfers (both staff and labour)To ensure accommodation and transport are arranged for staff transferring to other sitesTo work in collaboration with the Contract Manager and Senior Department Representative toupdate the schedule of release dates from the site on a monthly basisTo support employees in completing medical claims formsTo receive NOC application forms and forward them to DICTo support the Training and Development Team in scheduling, and informing people of trainingcoursesTo coordinate visa renewal medical appointments with the PRO teamTo monitor which employees are using staff transport and provide a transport register to HRand Payroll on a monthly basis9. Finance AdministrationTo administer and manage the site petty cash (if appointed), providing there is no SiteAccountant, and under the supervision of the Commercial Manager10. Time and Attendance AdministrationTo complete and monitor timesheets for all staff · To support the implementation of the automated Time and Atte11. Procurement AdministrationTo complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and deliveryTo organise pest control for the site, both regular maintenance and one off issues12. Communications AdministrationTo update communications boards on the site with any new bulletins and updatesTo work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentationRequirements:3 - 5 years experience in administrationGood written and spoken englishSkills & Abilities:1. Qualified Business Administration or similar2. Excellent communication skills (verbal & written)3. Advanced in use of MS Office (Word, Excel)4. Minimum 2-4 years supervisory experience in an administration role5. Ability to organise a large group of people6. HR experience would be an advantageWhen applying, please ensure you include your CV
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