Site Administrator - Onsite

Title: Site Administrator - Onsite

Mandatory skills:

Document Management, Engineering,
Google Workspace, Google suite,
Bluebeam,
Construction admin,
Site Construction Management, site procurement, material management, administrative function, operational function,
document control, document control practices, document control procedures,
construction documentation, QA documentation, QC documentation, revised drawings, hard copy document, soft copy document,
correspondence, Request for Information, Change Order log, minutes, purchase requisitions, invoice,
safety, Life Saving Rules, Stop Work Authority, safety audit,
metadata, project, project execution, project management, project document, project schedule, project handover requirements, project archiving strategy,
air separation units, backup systems, water treatment, demobilization, construction, material,
record, file, issue, communication, organizational, people management

Description:

The Site Administrator candidate will be responsible for overseeing the administrative and operational function of a construction site s office, ensuring smooth workflow and supporting the client Site Construction Management Team. This role involves managing office staff, handling communication, document control - maintaining construction and QA/QC documentation, correspondence, Request for Information and Change Order logs, and assisting with site procurement and material management. Essentially they act as a bridge between the site and the home office, facilitating efficient project execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Actively supports client s commitment to safety, its Life Saving Rules and Stop Work Authority
Coordinates and leads activities of document control to ensure on-time delivery of revised drawings to/from the contractor for multiple projects
Partners with the project management team to ensure consistent document control practices and procedures are used by all project document controllers
Ensures project schedules are met with regard to processing documents
Understands internal and external metadata requirements Recommends improvements to process.
Assist in arranging staff housing and site visits of leadership team
Assist in site orientation and safety audits as directed by HSES lead
Leads site setup and demobilization for construction phase of project
Leads progress of project handover requirements for hard and soft copy documents upon project completion
Establishes and maintains a project archiving strategy for hard copy project documents
Tracks distributions of project related material
Supports global multi-office execution by maintaining interfaces between CM personnel and project teams in different offices
Record, Issue and File minutes of meetings to document discussions and action items
Create purchase requisitions, change orders for processing. Manage and review invoices for accuracy and approval

EDUCATION AND EXPERIENCE:
High school diploma or equivalent required
4+ years experience in Engineering related Document Management
College degree is not required
Proficient with Google Workspace

KNOWLEDGE, SKILLS AND ABILITIES:
Ability to effectively manage large and complex tasks
Excellent communication and coordination skills
Ability to interact effectively with other entities / disciplines / departments / projects
Strong organizational and people management skills
Evaluate difficult issues and ability to implement corrective actions
Understand the basics of the client technology: air separation units, backup systems, water treatment. Technically capable
Construction admin experience is required in addition to document control
Mastery of Google suite of products
Bluebeam a plus

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008