Site Administrator

Job Description:
• The Site Administrator will also assume the role of Internal Auditor; Assistant Quality Manager in conjunction with his/her duties as a site administrator.
• The basic duties of a site clerk are as follows: -
o Maintain site filing in accordance with the company’s site file structure in softcopy format. Site Administrator to ensure that he/she are copied on all incoming correspondence and outgoing correspondence so that a complete filing system is maintained in softcopy format. On completion of project all documentation not already in softcopy format is to be scanned and saved into project file.
o In the absence of the site Health & Safety Officer maintain health and safety files.
o Liaise with the Site Manager on a daily basis regarding site requirements for materials and plant and the requisition of same. Upon completion of the relevant requisition ensure that the deliveries are followed through with the supplier and upon delivery ensure that materials are checked and signed for.
o Complete all necessary documentation for hiring and off-hiring of plant items in conjunction with the Plant Department. A weekly plant report to be given to Project Manager and when amended/agreed to be signed off and forwarded to Plant Department.
o In the absence of the site Health & Safety Officer ensure that the necessary test certificates for all plant are kept up to date.
o Complete all weekly document returns to the Wages/HR Department, Longford Office, including site organisation charts; attendance records and missing ticket reports.
o In the absence of the site Health & Safety Officer, carry out site inductions for all new persons entering the site and ensure that all health and safety documentation is adequate.
o In the absence of the site Health & Safety Officer, ensure that all persons on site have the relevant safepass and certification for the works they are carrying out.
o In the absence of the site Health & Safety Officer, complete the necessary safepass; construction skills and induction register and from time to time carry out “spot checks” to ensure that all documentation is in place.
o In the absence of the site Health & Safety Officer/Project Manager ensure that all sub-contractors site specific safety plans and method statements are handed over prior to commencement of works.
o By means of a time management system, monitor all time and attendance records for both direct/agency labour and forward to the Wages/HR Department on a weekly basis.
o In consultation with the site Q.S. and by means of the time management system, monitor labour resources of each sub-contractor on site and forward to QS on a weekly basis.
o Issuing of all drawings received to relevant parties with accompanying issue sheet and maintenance of an up to date and accurate record of same on a drawing register in softcopy format.
o In consultation with the Project Manager, updating and issuing Project Report.
o Attendance at weekly site team meetings so you are kept up to date with what is happening on the project.
o Attendance at monthly meeting with the site Q.S. to assess materials accruals attributed to the project. Materials accruals to be reviewed prior to the 13th of each month and all incorrect materials accruals to be removed.
o The Site Administrator to act as administration support to the Project/Contracts Manager based on the project, which may include typing of letters; minutes etc.
o At the completion of the project the Site Administrator will be responsible for the archiving of all site correspondence; drawings etc. (in softcopy format as far as possible) and in accordance with the site archiving procedures/checklist.
o All safety documentation to be filed in hardcopy format only (legal requirement) and forwarded to Longford Office for archiving.
o The Site Administrator, in conjunction with the Contracts Manager/Quantity Surveyor, will be responsible for the compilation of documentation from the relevant sub-contractors in softcopy format, which is to be included in the O&M Manual and upon completion of same all softcopy documentation to be forwarded to Claudia Pirtac for final collation.

Such other duties as may be assigned to you by the Company from time to time.
This Job Specification is not exhaustive and is also subject to change.