We are seeking a highly organized and detail-oriented Site Administration Officer to support our Facilities Management operations. This role is crucial for the efficient operation of site-based offices, coordinating between HR and site staff, and ensuring seamless administrative processes. The successful candidate will work closely with various departments to facilitate effective communication and coordination.


  • Provide comprehensive administrative support at site-based offices.
  • Act as a liaison between HR and site staff for smooth communication and operations.
  • Handle document transmittals and ensure accurate record-keeping.
  • Maintain time and attendance records for all site staff.
  • Assist with payroll processing, including validating attendance and managing exceptions.
  • Support employees with emergency leave requests and manage the related documentation.
  • Follow up on monthly invoices and ensure timely processing.
  • Update and maintain the Computer-Aided Facility Management (CAFM) system.
  • Schedule and coordinate meetings, appointments, and travel arrangements for site staff.
  • Process and track purchase orders, invoices, and expense reports relevant to the site.
  • Assist in the preparation of reports, presentations, and correspondence.
  • Handle incoming and outgoing communications, including phone calls, emails, and mail.
  • Manage office supplies inventory and place orders as necessary.
  • Coordinate facility maintenance and repair activities with vendors and contractors.
  • Ensure compliance with company policies and procedures.

Job description

  • A minimum of  years of experience in an administrative role, preferably within the Facilities Management or a related industry.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational and multitasking skills.
  • Superior communication skills, both written and verbal.
  • High level of attention to detail and accuracy.
  • Ability to work independently and collaboratively within a team.
  • Familiarity with CAFM systems and payroll software is an advantage.
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