Site Administration Officer

CrossBoundary Energy (CBE) is recruiting the Site Administration Officer provides efficient administrative and logistical support to site operations. Ensures that the O&M, management building and surrounding building area are clean, organized, properly supplied, and maintained. Also coordinates camp services, personnel transport, office supplies, basic procurement, and administrative records to support safe and uninterrupted site activities.

Key Responsibilities

1. Office Administration

• Manage day-to-day office administration and serve as the main administrative contact for site personnel.
• Prepare correspondence, reports, meeting minutes, schedules, forms, and other administrative documents.
• Maintain accurate electronic and hard-copy filing systems, registers, and confidential records.
• Coordinate meetings, appointments, site visits, induction arrangements, and administrative support for visitors.
• Monitor office equipment and arrange maintenance or repairs when required.
• Track administrative actions and follow up with responsible persons to ensure timely completion.

2. Cleaning and Facility Coordination

• Coordinate and monitor cleaning activities for the O&M building, management buildings and surrounding areas.
• Ensure cleaning schedules, standards, and checklists are implemented and maintained.
• Monitor stocks of cleaning materials, hygiene products, drinking water, and other facility consumables.
• Report facility defects and follow up on maintenance requests until completion.
• Promote good housekeeping, waste segregation, and compliance with site health, safety, and hygiene requirements.

3. Camp Management Support

• Coordinate accommodation allocations, room lists, arrivals, departures, and camp occupancy records.
• Liaise with camp service providers regarding housekeeping, catering, laundry, utilities, and maintenance matters.
• Record and escalate camp-related complaints, service gaps, and corrective actions.
• Support the implementation of camp rules, hygiene standards, and welfare arrangements.
• Assist with regular camp inspections and maintain related reports and action trackers.

4. Office Supplies

• Monitor stock levels of cleaning materials and other office supplies.
• Maintain accurate stock registers, issue records, and minimum/maximum inventory levels.
• Receive and verify deliveries against purchase orders, delivery notes, and specifications; report discrepancies promptly.

5. Transport and Site Logistics

• Organize safe and timely transport for employees, contractors, and visitors for airport transfers and approved site activities.
• Prepare transport schedules, passenger manifests, driver instructions, and trip records.
• Confirm travel details, pickup points, arrival times, and last-minute changes with relevant parties.
• Coordinate vehicle availability with the transport team and escalate delays, breakdowns, or schedule conflicts.
• Maintain accurate records of bookings, vehicle use, and transport-related costs.
• Ensure transport arrangements comply with site security and safety requirements.

6. Health, Safety and Compliance

• Comply with all company health, safety, environmental, security, and ethical requirements.
• Immediately report hazards, incidents, unsafe conditions, and non-compliance.
• Ensure administrative, cleaning, camp, procurement, and transport activities are supported by complete and accurate records.
• Protect confidential company and employee information.
• Participate in toolbox talks, emergency drills, audits, and continuous improvement initiatives.

Minimum Qualifications and Experience

• Bachelor's degree in business administration, economics, Logistics, Supply Chain, or related fields.
• At least 2-3 years of relevant experience in office administration, site support, camp coordination, logistics, or procurement support.
• Previous experience in an industrial, mining, construction, or remote-site environment is an advantage.
• Computer literacy, including confident use of Microsoft Word, Excel, Outlook, and electronic filing systems.
• Good written and verbal communication skills in the working language(s) of the site.
• A valid driving licence is an advantage.

Required Competencies

• Strong planning, organization, and time-management skills.
• Ability to prioritize multiple tasks and work with limited supervision.
• Attention to detail and commitment to accurate recordkeeping.
• Professional communication.
• Initiative, reliability, discretion, and sound judgment.
• Ability to coordinate effectively with diverse teams, service providers, drivers, and visitors.
• Basic inventory control and procurement process knowledge.
• Problem-solving ability and composure when plans change.

Key Performance Indicators

• Administrative requests completed accurately and on time.
• Office, camp, and cleaning standards maintained with timely closure of identified issues.
• Office supplies available without avoidable stock-outs or excessive inventory.
• Procurement and delivery documentation are complete, accurate, and compliant.
• Airport transfers and site transport arrangements are completed safely and on schedule.
• Registers, filing systems, and reports kept current and audit-ready.
• Positive service feedback from site personnel and management.

Working Conditions

This is a site-based role with 8 weeks on-site and 2 weeks off, which may require work outside normal office hours to support airport transfers, camp needs, or operational activities. The employee must be able to work in an industrial environment, follow site access and safety rules, and move between offices, camp facilities, and transport coordination points as required.

Think you have what it takes but not sure you check every box? Research shows that while men apply to roles when they meet an average of 60% of the criteria, women often only apply when they meet every requirement. If you're passionate about what we're building, we want to hear from you!

Equal Opportunity Employer

CrossBoundary is an equal opportunity employer. If you need assistance and/or reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [email protected].