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Key Responsibilities and Required Skills for a Job Site Administrator

💰 $55,000 - $75,000

AdministrationConstructionOperationsProject Management

🎯 Role Definition

A Job Site Administrator is the organizational linchpin of a construction project, operating directly from the field office. This role provides critical administrative, financial, and logistical support to the on-site project team, including the Project Manager and Site Superintendent. They are the central point of contact, ensuring that information flows smoothly between the site, the head office, subcontractors, and suppliers. The position demands a unique blend of robust administrative skills, an understanding of construction processes, and the ability to thrive in a dynamic, fast-paced field environment. Ultimately, the Job Site Administrator ensures the project's administrative backbone is strong, compliant, and efficient, directly contributing to its overall success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Administrator or Administrative Assistant (in a corporate setting)
  • Document Controller
  • Project Coordinator (entry-level or office-based)

Advancement To:

  • Project Manager
  • Contracts Administrator
  • Senior Project Coordinator or Assistant Project Manager

Lateral Moves:

  • Health and Safety Coordinator
  • Field Purchasing Agent

Core Responsibilities

Primary Functions

  • Act as the primary administrative point of contact on the construction site, managing the flow of information and correspondence for the project team.
  • Meticulously manage and control all project-related documentation, including drawings, specifications, RFIs (Requests for Information), and submittals, using dedicated software like Procore or Aconex.
  • Process and track all site-level accounts payable, including subcontractor invoices and supplier purchase orders, ensuring accuracy and adherence to project budget codes.
  • Coordinate the onboarding process for all new site personnel and trade partners, including site orientation, collection of required certifications, and new hire paperwork.
  • Maintain accurate and up-to-date employee and subcontractor records on-site, including contact lists, certifications, and compliance documentation (e.g., insurance, WSIB/WCB).
  • Compile and submit daily and weekly project reports, including labor reports, daily logs, safety reports, and equipment usage, for review by project management.
  • Assist the Site Superintendent with the coordination of material deliveries, scheduling logistics, and communicating with suppliers to prevent delays.
  • Prepare, distribute, and file minutes for various project meetings, such as weekly progress meetings, safety toolbox talks, and subcontractor coordination meetings.
  • Manage the site office facilities, including ordering and stocking office supplies, maintaining office equipment, and ensuring a professional and organized work environment.
  • Process site-level payroll information by collecting, verifying, and submitting timesheets for all on-site staff and labor in accordance with company deadlines.
  • Serve as the custodian for all project change orders, ensuring they are properly documented, tracked, and communicated to all relevant stakeholders.
  • Facilitate communication between the on-site team, the main office, clients, and engineering consultants to ensure timely resolution of queries and issues.
  • Administer the project's health and safety documentation, including tracking safety training, maintaining first aid logs, and filing incident reports.
  • Support the project close-out process by assembling and organizing all required documentation, including as-built drawings, warranties, and operations manuals.
  • Manage site access control by maintaining visitor logs, issuing security badges, and ensuring all visitors comply with site safety protocols.
  • Handle all incoming and outgoing mail and courier services for the site office, ensuring timely distribution to the appropriate personnel.
  • Reconcile petty cash and project-specific credit card statements, ensuring all expenses are properly coded and backed up with receipts.
  • Provide direct administrative support to the Project Manager and Site Superintendent, including calendar management, travel coordination, and preparing presentations.
  • Maintain comprehensive electronic and physical filing systems that are organized, current, and easily accessible to the project team.
  • Liaise with equipment rental companies to coordinate the delivery, service, and return of heavy equipment and tools as directed by site leadership.

Secondary Functions

  • Support the Project Manager with ad-hoc requests for cost tracking reports, labor summaries, and material logs.
  • Contribute to the continuous improvement of site administrative processes and procedures.
  • Collaborate with the head office HR and Finance departments to ensure site activities are aligned with corporate policies.
  • Participate in sprint planning and other agile project management ceremonies if the project team utilizes such methodologies.

Required Skills & Competencies

Hard Skills (Technical)

  • Construction Management Software: High proficiency in using project management platforms such as Procore, Aconex, Viewpoint, or similar systems for document control and project administration.
  • MS Office Suite Mastery: Advanced skills in Microsoft Excel (for tracking, reporting, and data analysis), Word, Outlook, and PowerPoint.
  • Document Control: Deep understanding of construction documentation processes, including the management of RFIs, Submittals, Change Orders, and Drawings.
  • Basic Accounting & Bookkeeping: Experience with processing invoices, tracking costs against budgets, managing purchase orders, and handling accounts payable functions.
  • Data Entry & Typing Speed: Fast and accurate data entry skills for inputting timesheets, daily logs, and other critical project data.
  • PDF & Markup Software: Competency with software like Bluebeam Revu or Adobe Acrobat Pro for reviewing and marking up project documents.

Soft Skills

  • Exceptional Organization & Time Management: The ability to prioritize a heavy workload, manage competing deadlines, and maintain order in a chaotic, fast-paced environment.
  • Proactive Problem-Solving: A forward-thinking mindset to anticipate potential administrative bottlenecks and independently develop effective solutions.
  • Robust Communication: Clear, professional, and concise communication skills (both written and verbal) to effectively interact with everyone from field laborers to senior executives.
  • Meticulous Attention to Detail: A keen eye for accuracy is essential for everything from reviewing invoices and contracts to proofreading reports.
  • Resilience & Adaptability: The capacity to remain calm and effective under pressure, adapting quickly to the constantly changing priorities of an active construction site.
  • Strong Interpersonal Skills: A collaborative and approachable demeanor, capable of building positive working relationships with a diverse group of personalities.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent.

Preferred Education:

  • Post-secondary diploma or certificate in Business Administration, Office Administration, or a related discipline.

Relevant Fields of Study:

  • Construction Management
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2-5 years of progressive administrative experience.

Preferred:

  • A minimum of 2 years of experience in an administrative role within the construction, engineering, or a related industrial sector. Direct experience working on an active project site is highly advantageous.
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