Job Description

About the Job – Site Project Administrator

The Site Project Administrator is responsible for providing administrative and project support to the site leadership team, ensuring the efficient coordination of project documentation, workforce administration, procurement, reporting, and day-to-day site operations. Working closely with Operations, Project Management, Finance, Human Resources, and Procurement, this role plays a key part in maintaining accurate records, supporting project controls, and contributing to the successful delivery of the project.

Location: Wells, British Columbia

Key Responsibilities

The Site Project Administrator will be responsible for the following functions:

• Provide administrative support to the Project Manager and site leadership team.
• Coordinate day-to-day project administration activities to support site operations.
• Maintain project documentation, document control systems, and filing in accordance with company and client requirements.
• Prepare correspondence, meeting agendas, meeting minutes, reports, and project documentation.
• Process employee timesheets and payroll information, ensuring accuracy and timely submission.
• Coordinate workforce mobilization, travel, accommodations, and onboarding documentation.
• Maintain employee records, training records, and site administrative files.
• Create and manage purchase orders, invoices, expense reports, and other project-related documentation.
• Assist with procurement activities, vendor communications, and material tracking.
• Support project cost tracking, reporting, and budget administration.
• Prepare weekly and monthly project reports and other administrative deliverables.
• Maintain inventory of office supplies and coordinate deliveries to site.
• Support Health & Safety documentation, orientation records, and compliance requirements.
• Liaise with corporate departments including Finance, Human Resources, Payroll, Procurement, and Health & Safety.
• Ensure confidentiality of personnel, financial, and project information.
• Identify opportunities to improve administrative processes and project support functions.