Site Administrator

Title: Site Administrator

Location: BC or AB (remote), may require some trips to Northern BC (site)

Contract: 3-4 months

Start date: ASAP

Our client is seeking a highly organized and detail-oriented Site Administrator to support day-to-day operations and ensure the smooth coordination of all administrative activities at the project site. 

In this key role, you will manage travel logistics, maintain accurate site rosters, support scheduling, assist with time capture and LEMS submissions, and help keep project documentation up to date and compliant.

As a central point of contact for site administration, you will work closely with the Site/Project Manager, Project Coordinator, and field staff to keep operations running efficiently. You will also assist with procurement tracking, financial documentation, and document control, while identifying opportunities to improve processes and strengthen administrative workflows.

The ideal candidate is highly organized, thrives in a fast-paced environment, and excels at managing multiple priorities with accuracy and professionalism. This is an excellent opportunity for someone who enjoys supporting team operations, improving systems, and contributing to the successful delivery of project activities.

RESPONSIBILITIES

• Logistics, Scheduling & Site Coordination
• Manage travel, lodging, and site access for personnel and subcontractors, ensuring all arrangements are accurate and timely.
• Prepare and update travel manifests, keeping records of personnel movements and ensuring smooth logistics.
• Maintain and update the site roster, ensuring accuracy in personnel scheduling, shift planning, and workforce availability.
• Liaise with camp staff to coordinate accommodations and resolve any logistical issues.
• Communicate with site logistics personnel on all incoming/outgoing TNDC personnel and subcontractors.
• Support site coordination activities, including team meetings, toolbox talks, and scheduling adjustments to ensure smooth project execution.
• Timesheet, LEMS & Data Entry
• Enter and maintain timesheets in the project management system for all site personnel, ensuring accuracy in recorded hours.
• Assist the Project Coordinator by ensuring all time and material records are accurate for LEMs and invoicing.
• Support data entry for payroll, accounts payable (AP), and procurement records.
• Administrative & Document Control
• Maintain SharePoint file structures, ensuring all project documentation is organized, accurate, and up to date.
• Organize and document project meetings, preparing action registers, meeting minutes, and necessary follow-ups.
• Assist in preparing project reports, internal memos, and letters, ensuring clear communication across teams.
• Maintain site contact lists for internal use and client coordination.
• Procurement & Financial Support
• Prepare and process site requisitions for materials, consumables, and project-related purchases.
• Track and maintain inventory levels for site consumables, ensuring minimum/maximum thresholds are met.
• Identify inefficiencies in administrative processes and recommend process improvements to enhance workflow.
• Provide basic technical support for project management tools and administrative software as needed.

QUALIFICATIONS

• 2+ years administrative experience in a dynamic, high-volume role; previous experience in construction or a related industry would be an asset - combination of related post- secondary coursework and experience will be considered
• Excellent written and oral communication skills with attention to detail
• Proficiency with MS Office (Outlook, Word, Excel, etc.); an aptitude for learning new computer systems
• Solid keyboarding skills with the attention to detail to find and correct errors in documents
• Able to take direction, follow instructions and adapt to changing priorities and multi-task
• Cross-cultural awareness with an understanding and sensitivity of the challenges associated with differences in cultural and economic backgrounds
• Excellent customer service focus, with an ability to work collaboratively with others and independently as well

Prosperity thanks all applicants for their interest in this opportunity. However, only those selected for further consideration will be contacted.

Prosperity is committed to the principles of equal employment opportunity and affirmative action. 

We value diversity and are dedicated to fostering an inclusive workplace. Candidates must be legally authorized to work in Canada.