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Site administrative specialist

Catégories: Administration, Moyens Généraux
Secteur d'activité: Informatique, Télécom, Internet
Type de poste: CDD Ou Mission
Niveau d'études: Formation Professionnelle
Années d'experience: Débutant / Junior
Publiée le: 07-09-2025 à 09:19:28

Description

Job Summary: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.Essential Duties & Responsibilities:• 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, assisting employee relations coordinator with visa applications as required• 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 to maximize organizational efficiency• Tracks and reconciles all site financial transactions on an ongoing basis as well maintain and 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 from the warehouse• Inventories administrative supplies and reorders as necessary, including purchase orders for non-construction material (office, safety, IT material)• 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• Job costing: to ensure all creditor invoices are coded to the correct cost code• Incoming quotes: to ensure quotes are passed on to the appropriate people• To procure, control and maintain site equipment and ensure proper maintenance• To maintain and ensure the site office and temporary site facilities are in a clean and safe working condition• Ability and willingness to work holidays, weekends and overtime as required by field assignments• Travel may be required• May be assigned other duties to help proactively drive our FieldCore vision and align with our organization’s core values.Required Qualifications & Experience:• 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 EnglishDesired Characteristics:• Microsoft Office Skills, including Outlook, Word, Excel, and Access• Experience with web-based programs• Ability to multi-task, detail-oriented and organized, with high degree of attention to detail and accuracy within time constraints• Able to work in a fast-paced, constantly changing environment• Ability to work independently and/or lead teams• Excellent customer, communication, and interpersonal skills• Strong organizational skills• Additional languages

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