Site Administrator

Site Administrator

Location: Regina, SK

Schedule: Monday–Friday (5/2)

Term: Fixed Term through October 2027

Employment Type: Full-Time, Site-Based

About the Role

We are seeking a Site Administrator to keep a fast-moving project site running smoothly. This role is the central administrative hub for all site activity — supporting project teams, coordinating workforce logistics, managing documentation, and ensuring the site office operates efficiently day-to-day.

You will work closely with construction personnel, subcontractors, vendors, and corporate departments to maintain accurate records, streamline communication, and support the overall execution of a large-scale project. This position is ideal for someone who thrives in a dynamic site environment and enjoys being the organizational backbone of a project team.

Key Responsibilities

Project & Site Coordination

-Maintain organized project records, digital files, and administrative logs.

-Prepare and distribute project communications, weekly reports, and site updates.

-Support project mobilization/demobilization activities and maintain current site contact lists.

-Assist with data entry, tracking logs, and general project documentation.

Information & Document Management

-Manage incoming and outgoing project documents, ensuring accuracy and proper version control.

-Track updates to drawings, specifications, and project directives.

-Support document retention, archiving, and closeout requirements.

Workforce & Site Access Administration

-Coordinate onboarding, site access, and orientation requirements for new personnel.

-Maintain employee certifications, training records, and compliance documentation.

-Track attendance, timesheets, vacation schedules, and rotation calendars.

-Assist with payroll-related submissions and administrative inquiries.

Vendor, Procurement & Logistics Support

-Process purchase orders, invoices, delivery receipts, and expense submissions.

-Maintain vendor and subcontractor administrative records.

-Track material deliveries and assist with inventory documentation.

-Liaise with suppliers and subcontractors regarding administrative requirements.

Meetings & Communication

-Schedule site meetings, coordination sessions, and conference calls.

-Prepare agendas, presentations, and meeting packages.

-Record and distribute meeting minutes and follow-up actions.

-Support communication between site teams, corporate groups, and external stakeholders.

Office & Site Support

-Oversee daily site office operations, supplies, and equipment needs.

-Coordinate travel and accommodations for site personnel when required.

-Maintain an organized, professional, and compliant site office environment.

Safety & Compliance Administration

-Assist with safety documentation, training records, and audit preparation.

-Maintain compliance logs and support reporting requirements.

-Promote adherence to company policies, procedures, and safety standards.

Qualifications

Education

-Diploma or Certificate in Business Administration, Office Administration, HR, Accounting, or related field — or equivalent experience.

Experience

-3–5 years of administrative experience in construction, industrial, engineering, or project-based environments.

-Experience supporting large or remote project sites is an asset.

Skills & Competencies

-Strong organizational skills with the ability to manage multiple priorities.

-Excellent written and verbal communication abilities.

-Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

-Experience with project or document management systems (Procore, SAP, Workday, Oracle, etc.).

-High attention to detail and accuracy.

-Ability to handle confidential information with discretion.

-Strong interpersonal skills and comfort working with diverse teams.

How to apply: Send your current resume to [email protected]