Site Administrator (Contractor)

GIBB Mining is a multi-disciplinary engineering design and project management enterprise specialising in innovative and sustainable techno-economic holistic solutions for mining projects from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills.

GIBB Mining a subsidiary of the GIBB Group is looking for another talented professional to complement their team in the form of a Site Administrator.

We welcome your application if you meet the requirements listed below for this position.

The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core purpose:

To provide comprehensive onsite administrative and secretarial support to the Construction Manager and project team ensuring efficient coordination of site communication accurate maintenance of records organised office and meeting support smooth information flow and reliable daytoday operational assistance in line with project requirements

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• Meeting support
• Information flow
• Office management
• Travel and logistics
• Procurement support
• Attributes:
  - Punctuality
  - Accuracy
  - Responsiveness

Responsibilities

• Normal secretarial / administrative duties i.e. typing of memos letters schedules scopes of work tenders attending to phone maintaining of diary of appointments etc.
• Taking minutes at the weekly Construction Progress meetings. Type and distribute the minutes timeously
• Assists with the formatting of MS Word documents
• Ensures that all outgoing typed correspondence are spell checked and as far as is practical conform to standard formats
• Informs the Construction Manager of planned absenteeism (full or part day) prior to the event to enable alternative arrangements to be made
• Obtains stationary for the Construction Manager and use on site
• Notifies the Construction Manager of appointments on both a weekly and daily basis and any urgent deadlines
• Where requested arranges meetings by contacting each individual concerned to ensure availability and subsequently confirms by meeting invitation. Arrange for tea/coffee to be served at meetings when requested
• Informs the Construction Manager when person to be telephoned is not available and follows up until directed otherwise
• Determines and maintains a strict order of priority for departmental document formatting requirements
• Maintains control over incoming and outgoing site related emails regarding the project.
• Takes messages for persons who are out by leaving a note on their desks and follows up on the persons return
• Is at all times appropriately dressed and well groomed
• Treats all documentation in a confidential manner
• If and when required work overtime to expedite timeous work completion
• Persons employed by GIBB are responsible for ensuring that they act according to agreed procedures and work instructions and make themselves familiar with all the procedures that relate to their sphere of activities

Qualifications

• Grade 12
• National Diploma: (Secretarial / Administration)

Experience

• Minimum of 5 years as site secretary / administrator for a construction site or organisation
• MS Office Suite / SharePoint or similar

Core Competencies

• Communication Skills - Clear verbal and written communication with contractors site staff and management. Ability to draft professional correspondence and meeting minutes. Active listening to ensure instructions and updates are correctly understood.
• Attention to Detail - Accuracy in documentation filing and compliance records. Vigilance in spotting errors or inconsistencies in reports and permits.
• Organizational Ability - Prioritizing tasks effectively in a fast-paced site environment. Managing multiple deadlines without compromising quality. Maintaining structured filing and document control systems.
• Confidentiality & Integrity - Handling sensitive project and personnel information discreetly. Upholding ethical standards in financial and HR-related tasks.
• Adaptability & Flexibility - Adjusting to changing site schedules priorities and unexpected challenges. Willingness to learn new digital tools or processes.
• Interpersonal Skills - Building positive relationships with site staff contractors and external stakeholders. Diplomacy in resolving minor conflicts or misunderstandings. Team-oriented mindset to support site operations.
• Problem-Solving - Proactive in identifying administrative bottlenecks and suggesting improvements. Resourcefulness in handling logistical or documentation issues.
• Time Management - Meeting deadlines for reports compliance submissions and payroll. Balancing routine tasks with urgent requests.
• Professionalism & Reliability - Consistent punctuality and dependability. Presenting a professional image as the first point of contact for visitors.
• Stress Management - Remaining calm under pressure during peak construction phases. Maintaining efficiency despite tight deadlines or demanding stakeholders.