Site Operations Administrator

SUMMARY:
Keep operations moving, projects on track and the admin under control!

POSITION INFO:
A well-established organisation is seeking a highly organised and detail-oriented Site Operations Administrator to provide comprehensive administrative and operational support at site level.

The successful candidate will assist with project coordination, reporting, travel arrangements, document management and the accurate administration of employee overtime.

This role requires someone who is highly organised, proactive and able to manage multiple priorities in a fast-paced operational environment.

This is a fixed term 6 month contract role based in Swellendam.

Key Responsibilities:

Project & Operations Administration

• Provide administrative support across various site-based projects and operational activities.
• Assist with project coordination, tracking deliverables, deadlines and outstanding actions.
• Maintain accurate project documentation, records and progress updates.
• Liaise with internal departments, site personnel and relevant stakeholders to ensure smooth project execution.
• Follow up on outstanding tasks and provide regular updates to management.
• Assist with preparing project-related reports, schedules and documentation.

ED Reporting & Data Administration

• Compile, maintain and submit ED (Enterprise Development) reports and supporting documentation.
• Ensure relevant information and supporting records are accurate and up to date.
• Assist with gathering information from various departments and stakeholders for reporting purposes.
• Maintain organised records for reporting and audit requirements.
• Identify discrepancies or missing information and follow up accordingly.

Travel & General Administration

• Coordinate travel arrangements for site personnel, including accommodation, flights, transport and related bookings where required.
• Assist with travel itineraries and ensure all arrangements are communicated to relevant employees.
• Process and maintain travel-related documentation and records.
• Provide general administrative support to the site and operations team.
• Assist with meetings, correspondence, documentation and other operational administration as required.

Filing & Document Control

• Maintain an organised and efficient electronic and hard-copy filing system.
• Ensure project, employee, travel and operational documentation is correctly filed and easily accessible.
• Maintain accurate records in accordance with company procedures.
• Assist with document control and ensure relevant records are kept up to date.

Overtime Administration

• Capture and maintain employee overtime records accurately.
• Update overtime information on the relevant systems or spreadsheets.
• Verify overtime submissions and follow up on discrepancies or missing approvals.
• Ensure overtime records are submitted within required deadlines.
• Maintain supporting documentation for payroll and audit purposes.

• Grade 12 / Matric required.
• Relevant Administration, Operations, Project Management or Business qualification advantageous.
• 2–4 years' experience in an administrative, operations or site administration role.
• Previous experience in a project or site-based environment would be advantageous.
• Strong Microsoft Excel and Microsoft Office skills.
• Experience with reporting, document management and data capturing.