Site Admin Manager

Job Description:

Site Administrator – Site

Position Overview:

We are looking for a dedicated and detail-oriented Site Administrator to manage and coordinate all administrative functions at our Solar PV project site. The role is crucial for ensuring smooth site operations, compliance with company policies, efficient support for project teams, and strong local stakeholder coordination. The Site Administrator will serve as the backbone of the project site, providing end-to-end administrative support for seamless execution and timely delivery of the solar asset.

Key Responsibilities:

Site Administration & Coordination:

• Manage and oversee all day-to-day administrative activities at site, including office operations, facilities, and utilities.
• Maintain records of attendance, site registers, daily manpower, and work fronts.
• Support the Project/Construction Manager in site documentation, approvals, and reporting requirements.
• Handle all incoming and outgoing communication (letters, emails, notices) with contractors, vendors, and local authorities.

Logistics & Resource Management:

• Coordinate site logistics, accommodation, travel, and transportation for site staff and visitors.
• Maintain records and control of site material receipts, storage, and dispatch coordination with stores and procurement.
• Support mobilization and demobilization of manpower, contractors, and vendors.

Compliance & Documentation:

• Ensure statutory compliance records (labour laws, insurance, permits, local authority approvals) are updated and maintained.
• Support HR in maintaining payroll inputs, timesheets, and compliance reports for site workforce.
• Maintain organized filing of contracts, invoices, bills, and correspondence in line with IPP governance requirements.
• Facilitate site audits, inspections, and client/consultant visits with required documentation.

Stakeholder & Community Interface:

• Act as a liaison with local communities, landowners, and authorities for smooth execution and issue resolution.
• Support the project team in CSR-related activities and statutory obligations.
• Ensure that the site maintains a positive image and strong relations with external stakeholders.

Support to Project Execution:

• Assist project managers, engineers, and quality/safety teams with report generation, scheduling support, and MIS consolidation.
• Track and report site progress inputs for management dashboards.
• Provide administrative support during HSE drills, training, and site meetings.

Key Skills & Competencies:

• Strong organizational and multitasking ability with attention to detail.
• Excellent written and verbal communication skills in English and local language(s).
• Knowledge of site administration, statutory compliance, and labour law basics.
• Familiarity with MS Office, ERP systems, and document management tools.
• Interpersonal skills to liaise with contractors, authorities, and community stakeholders.
• Ability to work under pressure and adapt to the dynamic requirements of large-scale project sites.

Qualifications & Experience:

• Graduate in Administration/Commerce/Management (preferred).
• 7+ years of experience in site administration, preferably in EPC or utility-scale renewable energy projects.
• Proven track record in managing administration for large construction sites with multi-contractor environments.
• Experience with IPP or EPC site governance processes will be an added advantage.

Key Deliverables:

• Smooth and efficient site administration supporting uninterrupted project execution.
• Timely availability of resources, documentation, and compliance records.
• High audit readiness and zero gaps in statutory obligations.
• Positive relationships with local stakeholders ensuring issue-free execution.