Site Administrator / Office Manager - Site Based

We are seeking a detail-oriented Office Manager / Document Controller to manage administrative processes on-site in Belgium. This role is crucial in ensuring smooth operations, compliance, and efficiency across our projects. The ideal candidate will have strong organisational skills, problem-solving abilities, and the capability to work independently in a fast-moving environment.

Key Responsibilities

Induction & Training Management: Coordinate and book inductions and training sessions for site operatives, maintaining accurate records.

Staff Records & Compliance: Manage records for new staff, transfers, and leavers, keeping the principal contractor and office informed.

Compliance Officer Duties: Ensure all site documents comply with local laws, including A1 certificates, contracts, and appendices.

Procurement Assistance: Assist with requisition forms for purchasing and track delivery statuses.

Project Office Administration: Handle site paperwork, including scanning, photocopying, printing, and organising documents.

Subcontractor Coordination: Maintain a subcontractor directory and professionally welcome site visitors, subcontractors, and operatives.

Health & Safety Liaison: Work with the H&S officer to inspect safety documentation and ensure site compliance.

Ad-Hoc Administrative Support: Provide general administrative support as needed for the project team.

Independent Decision-Making: Prioritise tasks and make informed decisions to maintain smooth site administration.

Document Control: Create systems to manage company documents . Ensure that all documents are up to date . Conduct company audits to ensure documents are being followed . Train employees on how to use and access documentation . Develop procedures so that they are standardised . Communicate and collaborate with project managers.

Qualifications and Experience

• 3+ years of administrative experience in a fast-paced environment.
• Strong problem-solving abilities to ensure site efficiency and organised paperwork.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Drive.
• Detail orientated
• Ability to analyse data and come to conclusions
• Great time management skills
• Ability to follow procedures exactly
• Incredible organisational skills
• Can work independently without much guidance
• Ability to communicate with team
• Full Clean Driving Licence

Desirable Skills and Qualifications

• Ability to handle confidential information with complete discretion.
• Fluent in French and English