S
Site Administration Manager at Stefanutti Stocks
Stefanutti Stocks
October 16, 2026
Full-time
On-site
Job Description
Stefanutti Stocks Inland is seeking an experienced, highly organised and professional Site Administration Manager to join the project team on a large-scale Multi-Disciplinary Construction Project in Gauteng.
Key Responsibilities
Site Administration Management
Take overall responsibility for the effective management of the site administration function.
Establish and maintain efficient site administrative processes, systems and controls.
Manage the flow of administrative information between site departments and project management.
Ensure project administrative records are accurate, complete and maintained appropriately.
Develop and maintain project trackers, registers and reporting schedules.
Ensure administrative deadlines and project reporting requirements are consistently achieved.
Act as the central administrative coordination point for the project where required.
Administration Team Management
Supervise and coordinate the site administration team.
Allocate work and monitor administrative workloads and priorities.
Set clear responsibilities, deadlines and performance expectations.
Provide guidance and support to administrative personnel.
Ensure adequate administrative coverage across the project.
Promote a professional, service-orientated and collaborative working environment.
Identify administrative process improvements and implement practical solutions.
Personnel & Workforce Administration
Working closely with HR and Payroll, the Site Administration Manager will:
Coordinate site personnel administration and records.
Maintain accurate manpower and personnel information.
Assist with new starter and mobilisation administration.
Coordinate site documentation requirements for employees and contractors.
Monitor and maintain employee and contractor information as required.
Coordinate employee movement and demobilisation documentation.
Assist with project manpower reports and headcount information.
Maintain confidentiality of employee and project information.
Time & Attendance Administration
Oversee the administration and submission of site timesheets.
Coordinate time and attendance information with supervisors and management.
Monitor the timely submission of working hours, overtime and other relevant information.
Identify discrepancies and coordinate corrections prior to submission.
Liaise with HR and Payroll regarding attendance-related information and queries.
Ensure accurate records are maintained for audit and project purposes.
Document & Records Coordination
Ensure site administrative documentation is appropriately controlled, filed and retrievable.
Maintain structured electronic and hard-copy filing systems.
Coordinate administrative document registers and trackers.
Ensure confidentiality and controlled access to sensitive project information.
Support project teams in collating documentation for audits, reviews and reporting.
Work closely with formal Document Control personnel where such functions are separately established.
Procurement & Commercial Administration Support
Provide administrative support for project purchasing and procurement activities.
Coordinate purchase requisitions, orders, delivery documentation and supporting records where applicable.
Liaise with Procurement, Commercial and Finance teams regarding administrative requirements.
Maintain supplier and service provider administrative records.
Assist with invoice tracking and supporting documentation.
Follow up on outstanding administrative information from suppliers and internal departments.
Support project cost-control processes through accurate recordkeeping and reporting.
Meetings & Project Reporting
Coordinate project meetings, meeting rooms and administrative arrangements
Prepare agendas, meeting packs and supporting documentation where required.
Ensure minutes and action registers are maintained for relevant meetings.
Follow up on outstanding administrative actions.
Compile routine weekly and monthly project administration reports.
Maintain dashboards, trackers and management information.
Assist management with presentations, reports and project correspondence.
Site Services & General Project Support
Coordinate closely with the Facility Manager, HR, H&S, Security, Commercial, Procurement and Construction teams to support smooth project operations.
Assist with office and administrative requirements for project personnel.
Coordinate stationery, office consumables and general administrative resources.
Support visitor and meeting arrangements where required.
Assist with mobilisation and demobilisation administration as the project progresses.
Coordinate ad hoc administrative requirements for Project Management.
Compliance & Audit Readiness
Ensure administrative processes comply with company procedures and project requirements.
Maintain accurate records and supporting evidence for internal and external audits.
Assist departments in preparing administrative information for compliance reviews.
Monitor document completeness and escalate outstanding information.
Ensure project administration remains audit-ready throughout the project lifecycle.
Qualifications
Grade 12 / Matric
Relevant tertiary qualification in Business Administration, Office Management, Project Administration, Management or a related field will be advantageous.
Experience
Minimum 10 years' relevant administrative experience, preferably within the construction, engineering, infrastructure or project environment.
At least 5 years' experience in a senior or supervisory site administration role will be advantageous.
Experience on Buildsmart will be advantageous
Previous experience working on a large-scale construction project is highly desirable.
Proven experience supervising and coordinating an administrative team.
Strong understanding of construction site administration and project support requirements.
Experience with timesheets, site personnel records, reporting, procurement administration, document control and general site administration.
Strong computer literacy, particularly Microsoft Excel, Word, PowerPoint and Outlook.
Strong Excel skills and the ability to manage complex trackers, schedules and reports.
Excellent written and verbal communication skills.
Strong attention to detail and document control discipline.
Ability to work under pressure and meet strict project deadlines.
Deadline:21st October,2026
Stefanutti Stocks Inland is seeking an experienced, highly organised and professional Site Administration Manager to join the project team on a large-scale Multi-Disciplinary Construction Project in Gauteng.
Key Responsibilities
Site Administration Management
Take overall responsibility for the effective management of the site administration function.
Establish and maintain efficient site administrative processes, systems and controls.
Manage the flow of administrative information between site departments and project management.
Ensure project administrative records are accurate, complete and maintained appropriately.
Develop and maintain project trackers, registers and reporting schedules.
Ensure administrative deadlines and project reporting requirements are consistently achieved.
Act as the central administrative coordination point for the project where required.
Administration Team Management
Supervise and coordinate the site administration team.
Allocate work and monitor administrative workloads and priorities.
Set clear responsibilities, deadlines and performance expectations.
Provide guidance and support to administrative personnel.
Ensure adequate administrative coverage across the project.
Promote a professional, service-orientated and collaborative working environment.
Identify administrative process improvements and implement practical solutions.
Personnel & Workforce Administration
Working closely with HR and Payroll, the Site Administration Manager will:
Coordinate site personnel administration and records.
Maintain accurate manpower and personnel information.
Assist with new starter and mobilisation administration.
Coordinate site documentation requirements for employees and contractors.
Monitor and maintain employee and contractor information as required.
Coordinate employee movement and demobilisation documentation.
Assist with project manpower reports and headcount information.
Maintain confidentiality of employee and project information.
Time & Attendance Administration
Oversee the administration and submission of site timesheets.
Coordinate time and attendance information with supervisors and management.
Monitor the timely submission of working hours, overtime and other relevant information.
Identify discrepancies and coordinate corrections prior to submission.
Liaise with HR and Payroll regarding attendance-related information and queries.
Ensure accurate records are maintained for audit and project purposes.
Document & Records Coordination
Ensure site administrative documentation is appropriately controlled, filed and retrievable.
Maintain structured electronic and hard-copy filing systems.
Coordinate administrative document registers and trackers.
Ensure confidentiality and controlled access to sensitive project information.
Support project teams in collating documentation for audits, reviews and reporting.
Work closely with formal Document Control personnel where such functions are separately established.
Procurement & Commercial Administration Support
Provide administrative support for project purchasing and procurement activities.
Coordinate purchase requisitions, orders, delivery documentation and supporting records where applicable.
Liaise with Procurement, Commercial and Finance teams regarding administrative requirements.
Maintain supplier and service provider administrative records.
Assist with invoice tracking and supporting documentation.
Follow up on outstanding administrative information from suppliers and internal departments.
Support project cost-control processes through accurate recordkeeping and reporting.
Meetings & Project Reporting
Coordinate project meetings, meeting rooms and administrative arrangements
Prepare agendas, meeting packs and supporting documentation where required.
Ensure minutes and action registers are maintained for relevant meetings.
Follow up on outstanding administrative actions.
Compile routine weekly and monthly project administration reports.
Maintain dashboards, trackers and management information.
Assist management with presentations, reports and project correspondence.
Site Services & General Project Support
Coordinate closely with the Facility Manager, HR, H&S, Security, Commercial, Procurement and Construction teams to support smooth project operations.
Assist with office and administrative requirements for project personnel.
Coordinate stationery, office consumables and general administrative resources.
Support visitor and meeting arrangements where required.
Assist with mobilisation and demobilisation administration as the project progresses.
Coordinate ad hoc administrative requirements for Project Management.
Compliance & Audit Readiness
Ensure administrative processes comply with company procedures and project requirements.
Maintain accurate records and supporting evidence for internal and external audits.
Assist departments in preparing administrative information for compliance reviews.
Monitor document completeness and escalate outstanding information.
Ensure project administration remains audit-ready throughout the project lifecycle.
Qualifications
Grade 12 / Matric
Relevant tertiary qualification in Business Administration, Office Management, Project Administration, Management or a related field will be advantageous.
Experience
Minimum 10 years' relevant administrative experience, preferably within the construction, engineering, infrastructure or project environment.
At least 5 years' experience in a senior or supervisory site administration role will be advantageous.
Experience on Buildsmart will be advantageous
Previous experience working on a large-scale construction project is highly desirable.
Proven experience supervising and coordinating an administrative team.
Strong understanding of construction site administration and project support requirements.
Experience with timesheets, site personnel records, reporting, procurement administration, document control and general site administration.
Strong computer literacy, particularly Microsoft Excel, Word, PowerPoint and Outlook.
Strong Excel skills and the ability to manage complex trackers, schedules and reports.
Excellent written and verbal communication skills.
Strong attention to detail and document control discipline.
Ability to work under pressure and meet strict project deadlines.
Deadline:21st October,2026