Site Administrator

1. Guest House Accommodation & Logistics

• Identify and arrange suitable residential accommodation on rental basis and establish a fully functional guest house with required furniture, fixtures and utilities for site engineers.
• Coordinate with Legal Department and property owner for lease agreement execution and provide end-to-end logistics support.
• Deploy and manage 24x7 cook(s), helpers and janitorial staff to provide breakfast, lunch and dinner services for engineers and project staff.
• Deploy housekeeping personnel and ensure guest house hygiene, cleanliness and upkeep at all times.
• Regular Assessment and Monitoring, infrastructure upkeep. Facility management.

2. Staff Transportation Management

• Arrange transportation for engineers between guest house and site office on a daily basis.
• Arrange vehicles for engineers to visit project sites, client offices and other official locations.
• Provide dedicated transportation support for client representatives as required.
• Maintain vehicle log sheets and utilization records for accurate monthly billing and cost control. Implement controls to prevent misuse and optimize the fleet expenses.
• Ensure GPS installation and monitoring for all site vehicles to prevent misuse and improve operational visibility.

3. Labour License & Statutory Compliance Ring Main Project

• Coordinate with client representatives to obtain documents required for labour license and statutory compliance.
• Ensure 100% Safety at the site administration level and track the near miss incidents regularly. Highlight high risk areas and recommend improvement measures within the purview of administration.
• Support Legal Compliance In-charge in online labour license application processes.
• Liaise with Labour Department officials, including Joint Director offices where required, to facilitate timely approvals and compliance.
• Supervise the attendance management systems and CCTV systems (if available).

4. Site Office Maintenance, F&B & Administration, stakeholder Management.

• Ensure overall maintenance of site office infrastructure covering both technical and non-technical requirements.
• Deploy and supervise office support staff for housekeeping, pantry and tea/coffee services.
• Ensure installation and maintenance of CCTV surveillance systems for office and employee safety.
• Coordinate with project managers, RCMs, site engineers, Admin Manager, functional heads to strengthen site administration experience. Improve NPS Scores
• Mentor and guide site admin contract staffs / 3rd part employees supporting admin activities for improved performances & compliance.

5. Printing, Stationery & Office Supplies

• Ensure adequate availability of printers, consumables, stationery and office supplies.
• Monitor stock levels and coordinate procurement to avoid operational disruptions.

6. Site Imprest & Accounts Administration

• Maintain site imprest funds to meet day-to-day operational requirements.
• Annual Budget preparation & regular monthly reviews.
• Track expenses, maintain supporting records and coordinate with Accounts Department for replenishment and reconciliation.

7. MIS, Process & Systems, Documentation & Audits

• Maintain proper documentation related to Site administration and compliance requirements. Ensure propert record-keeping and audit compliance at sites/facility.
• Define site administration SoPs and sustainable systems. Identify the gaps, recommend improvements and ensure corrective actions.
• Comply to ISO (internal & external audits)
• Prepare and present Weekly/Monthly/Quarterly/Annual MIS reports as deemed applicable within the team/department. Provide analytical insights on budget utilization, cost trends and operational efficiency

Preferred candidate profile

Educational Qualification :

• Graduation / Post Graduation in any stream
• Facility Management exposure with a minimum of 5yrs.

Soft Skills & Language Proficiency

• Strong leadership in handling field work and team coordination skills
• Budgeting & Cost control expertise
• Timely MIS reporting and analytical skills
• Vendor Management
• Problem solving & quick decision making ability
• Good Communication in Local Language (Tamil), English and Hindi.
• Willingness to travel within the City (Project Zones)