Project Site Administrator

Job Description (JD)

General Office Admin (Project Site)

Position: AM
Location: Project Site
Reporting To: Site Admin Manager / Project Manager

Job Purpose

To manage day-to-day administrative operations at the project site, ensuring smooth functioning of housekeeping, seating arrangements, horticulture maintenance, meeting room management, and vendor coordination.

Key Responsibilities

1. Housekeeping (HSK)

• Ensure cleanliness of offices, meeting rooms, pantry, washrooms, and common areas.
• Monitor housekeeping staff deployment and performance.
• Maintain stock of housekeeping consumables.
• Conduct regular housekeeping inspections and audits.
• Coordinate with housekeeping vendors and verify invoices.

2. Desk / Seating Management

• Allocate and manage employee workstations.
• Maintain seating plans and occupancy records.
• Coordinate seating arrangements for new joiners and team movements.
• Ensure workstations are ready with required facilities.

3. Horticulture Management

• Oversee maintenance of indoor and outdoor plants and landscaping.
• Coordinate gardening activities, watering, pruning, and pest control.
• Monitor horticulture vendor performance.
• Ensure green areas are maintained in neat and healthy condition.

4. Meeting Room Management

• Manage meeting room bookings and schedules.
• Ensure meeting rooms are clean and ready for use.
• Coordinate AV equipment, VC facilities, and seating arrangements.
• Support client visits, trainings, and management meetings.

5. Vendor & Facility Coordination

• Coordinate housekeeping, horticulture, and other facility vendors.
• Monitor service quality and compliance.
• Process vendor attendance records and invoice verification.

6. Reporting & Compliance

• Prepare daily, weekly, and monthly admin reports.
• Maintain records of housekeeping audits, seating allocations, and meeting room utilization.
• Ensure compliance with safety, hygiene, and company standards.

Skills Required

• Administration & Facilities Management
• Vendor Management
• Space Management
• MS Excel, Outlook, and Reporting
• Communication & Coordination Skills
• Attention to Detail

Experience & Qualification

• Graduate in any discipline.
• 3-5 years of experience in Administration, Facilities, or Site Management preferred.

KPI

• Housekeeping Audit Score
• Meeting Room Availability
• Seating Utilization Accuracy
• Vendor SLA Compliance
• Employee Satisfaction with Site Facilities