Site HR & Admin Assistant

Responsibility

1. Site Mobilization & Demobilization Support. 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.

2. Vendor & Master Contract Administration. Maintain the master list of vendors and contracts, track contract validity and renewal dates, and coordinate vendor documentation and onboarding processes.

3. Worker Attendance Management. 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.

4. Worker Dormitory & Accommodation Management. 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.

5. Expatriate Housing Management. 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.

6. Company Vehicle Management (Site Use). Manage allocation and usage records of company vehicles, coordinate vehicle maintenance and inspection schedules, and ensure proper documentation and compliance with vehicle policies.

7. Site Petty Cash Management. Maintain accurate transaction records and perform regular reconciliation and reporting of petty cash usage.

8.Project Visitor Reception Management. Manage visitor reception, registration, and access control, coordinate visitor access and safety briefing arrangements, and maintain visitor records for compliance and audit 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.