Site Administrator

The Site Administrator assists the Site Manager and the site team in all administrative tasks of the site, supporting a structured and organized office, implementing all business and project approved processes, and enabling site resources to concentrate solely on their core competence scope.

The Site Administrator strives to achieve a good overview of all processes and assets in the office and the site and to identify elements of waste for elimination and optimization of the activities within their scope of responsibility.

The Site Administrator reports hierarchically to the Site Manager while assigned to a respective construction site and functionally to the Global Head of HVDC Site Management.

The role as Site Administrator can be combined with Site Document controller (1JNL640818) as well as with Site Logistic Coordinator (1JNL640417) whenever the load of the assignments in a particular project allows for such multitasking role.

2. Roles and Responsibilities

• Collect, organize, and administrate reports regarding progress.

• Support with the creation of progress, site, project, and management presentations

• Attend meetings; take and distributing minutes of meetings and track the progress of the defined actions items

• Perform/coordinate the site onboarding and provide guidance to new employees arriving to work in the construction sites

• Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the business

• Keep an updated record of Hitachi personnel on site.

• Support the Site team with different reporting needs as may be required

• Implement the business processes and engages with other team members in continuous improvement of processes and procedures to maximize efficiency and effectiveness.

• Identify and eliminate waste or non-added value activities within the area of responsibility

• Maintain records/databases/filing systems/archives, in electronic and/or hard copy format.

• Perform general administrative activities and provides backup support for others in case of sick-ness/absence/workload.

• Support/arrange the translation of documents

• Keep an updated record of the delivery situation.

• Send and receive parcels.

• Administrate living quarters.

• Administrate site cars and local transportation.

• Administrate Site offices and facilities.

• Introduction of personal on administration and routines.

• Regular contact, as required and authorized, with local suppliers and contractors, including housekeeping and security.

• Control the office material supplies and the availability of visitors Personal Protective Equipment (PPE).

• Coordinate travel arrangements for site personal and visitors together with the home-office Site Recourse Coordinators, Travel Coordinators and Project Construction and Commissioning Managers.