Site HR & Admin Assistant

About the role

The Site HR & Admin Assistant is responsible for supporting site operations through mobilization/demobilization administration, worker attendance and accommodation management, and coordination of site resources. The role also covers petty cash, vehicle, document, vendor, and visitor management, as well as general administrative support and basic employee welfare activities.

Key responsibilities

• Lead administrative arrangements for site mobilization activities, execute standard site office setup including layout, furniture, utilities, IT, and documentation, and support site demobilization including asset return, office dismantling, and document handover
• Maintain the master list of vendors and contracts, track contract validity and renewal dates, and coordinate vendor documentation and onboarding processes
• Track daily worker attendance, consolidate weekly timesheets, coordinate with site supervisors and HR for accurate records, and verify attendance data for payroll processing and compliance
• Manage worker dormitory check-in and check-out processes, maintain accurate occupancy records, ensure compliance with accommodation standards, and coordinate dormitory maintenance and housekeeping with service providers
• Coordinate expatriate housing arrangements including lease setup and move-in/out processes, liaise with landlords and agents for maintenance and administrative matters, and ensure housing compliance with company standards and budgets
• Manage allocation and usage records of company vehicles, coordinate vehicle maintenance and inspection schedules, and ensure proper documentation and compliance with vehicle policies
• Maintain accurate transaction records and perform regular reconciliation and reporting of petty cash usage
• Manage visitor reception, registration, and access control, coordinate visitor access and safety briefing arrangements, and maintain visitor records for compliance and audit purposes
• Support site employee engagement activities, coordinate worker welfare and well-being initiatives, and manage employee feedback and concerns
• Update worker and project records and maintain accurate administrative data for reporting purposes

Requirements

• Diploma or GCE O/A Level; prior experience in site administration or document control preferred
• Detail-oriented, organized, and able to handle multiple tasks efficiently
• Able to work under site conditions and adapt to a dynamic environment
• Proficient in MS Office and basic data entry; familiarity with document management systems is a plus
• Good communication skills and ability to work with a diverse workforce
• This position is based full-time at a construction site office
• Comfortable moving between the site office, worker accommodation, storage areas, and other project locations when required.