Job Description

This job position plays a pivotal role in ensuring the smooth administrative operation of a construction site by providing comprehensive clerical and documentation support to the site management and project teams. The role is responsible for maintaining accurate records of all site activities, including daily reports, permits, material deliveries, equipment usage, and personnel attendance, ensuring that all information is properly documented, organized, and easily retrievable. By managing documentation and coordinating administrative processes, the Site Clerk helps streamline site operations, enabling project teams to focus on timely and efficient execution of construction activities. In addition to recordkeeping, the Site Clerk acts as a key point of communication between site personnel, management, contractors, and external stakeholders. This includes assisting with the preparation and distribution of reports, correspondence, and official site documentation, as well as supporting the tracking and monitoring of project requirements, compliance with company procedures, and adherence to safety and regulatory standards. 

KEY RESPONSIBILITIES

1.0 General Administration

1.1 Perform day-to-day clerical and administrative duties on site.

1.2 Maintain organized filing systems, both electronic and physical.

1.3 Assist site management with documentation, correspondence, and recordkeeping

1.4 Provide support for meetings, inductions, and training sessions.

1.5 Maintain office supplies inventory and request replenishment as needed.

1.6 Coordinate logistics for site office operations, including equipment, furniture, and utilities.

1.7 Support project management with scheduling, appointments, and reminders

1.8 Assist in preparing presentations, notices, and site memos.

1.9 Receive and manage incoming and outgoing mail, courier, and deliveries.

1.10 Track and maintain staff attendance, leave records, and visitor logs.

1.11 Prepare and distribute internal communications, notices, and updates to site personnel.

1.12 Ensure that office equipment (printers, copiers, computers) is functioning and report malfunctions promptly.

2.0 Document Control

2.1 Ensure proper filing, version control, and archiving of all site documents.

2.2 Track expiration dates of permits, licenses, and certificates and notify management

2.3 Support internal and external audits by providing accurate documentation.

2.4 Maintain records for permits, approvals, certifications, and inspections.

2.5 Ensure timely submission of drawings, documents, and reports to head office or clients.

2.6 Update and maintain document registers for site and project records.

2.7 Review documents for completeness, accuracy, and compliance before filing or submission.

2.8 Ensure controlled access to sensitive or confidential documentation.

2.9 Coordinate with project teams to collect, verify, and consolidate required documentation.

2.10 Maintain a log of all incoming and outgoing correspondence, including approvals and revisions.

3.0 Data Entry & Reporting

3.1 Prepare daily, weekly, and monthly reports for management, site engineers, and clients.

3.2 Maintain attendance, material usage, and resource logs.

3.3 Compile data for project progress, performance, and administrative reporting.

3.4 Update records accurately and ensure timely submission to relevant personnel.

3.5 Maintain accurate databases of labor, subcontractors, equipment, and material usage.

3.6 Assist in preparing financial or resource-related reports as requested by project management.

3.7 Track project milestones, deadlines, and key performance indicators for reporting purposes.

3.8 Support preparation of KPI dashboards or progress summaries for management reviews.

3.9 Enter and update site records related to deliveries, inspections, and work completions.

3.10 Verify accuracy of data entered and cross-check against source documents.

3.11 Generate statistical summaries, charts, and tables for analysis by site or project teams.

3.12 Monitor trends in labor, equipment, and material usage and report anomalies to management.

3.13 Ensure data confidentiality and security while handling sensitive project information.

4.0 Correspondence Management

4.1 Handle incoming and outgoing correspondence, emails, and official communications.

4.2 Ensure timely dissemination of notices, circulars, and instructions to site personnel.

4.3 Maintain logs of communications for reference and audit purposes.

4.4 Coordinate communication between site staff, contractors, and head office.

4.5 Draft formal letters, memos, and emails for site management.

4.6 Follow up on pending communications and ensure responses are tracked.

4.7 Ensure correspondence is filed and referenced correctly in the document control system.

4.8 Maintain records of approvals, responses, and decisions communicated via correspondence.

4.9 Review correspondence for clarity, completeness, and compliance with project requirements.

5.0 Coordination & Communication

5.1 Act as the primary point of contact for administrative matters on site.

5.2 Assist in relaying instructions from site management to field teams efficiently.

5.3 Support project meetings by preparing agendas, recording minutes, and following up on action items.

5.4 Maintain effective channels of communication to resolve administrative queries promptly.

5.5 Coordinate between departments for smooth flow of documents, approvals, and site instructions.

5.6 Communicate site-specific instructions to contractors, suppliers, and other stakeholders.

5.7 Ensure all administrative requests from site management are followed up and completed.

5.8 Assist in scheduling meetings, site inspections, and visits for management or clients.

5.9 Track and monitor action items from meetings to ensure timely completion and reporting.

6.0 Health, Safety & Environment (HSE) Compliance

6.1 Ensure inspection and testing activities comply with safety and environmental standards.

6.2 Identify and report unsafe practices, hazards, or quality issues affecting site safety.

6.3 Support HSE teams in implementing safe working procedures during inspection and verification activities.

6.4 Ensure proper use of PPE and compliance with site HSE protocols during all inspection tasks.

6.5 Maintain records of safety inductions, toolbox talks, and training sessions.

6.6 Assist in tracking HSE incidents, near misses, and corrective actions.

6.7 Provide administrative support during HSE audits, inspections, and investigations.

6.8 Assist in maintaining logs for site environmental monitoring, waste disposal, and hazardous material handling.

6.9 Prepare HSE reports, summaries, and dashboards for management review.

6.10 Ensure documentation of risk assessments, safety checklists, and method statements.

6.11 Support the scheduling and coordination of safety meetings, drills, and training sessions.

6.12 Track expiration dates of safety certifications and ensure timely renewals.

7.0 Material & Resource Tracking Support

7.1 Assist in monitoring the receipt, usage, and storage of materials, tools, and equipment.

7.2 Maintain updated logs of consumables, supplies, and equipment usage on site.

7.3 Coordinate with procurement and warehouse teams for timely availability of materials.

7.4 Track damaged or missing items and report to site management for action.

7.5 Support inventory audits and reconciliation of material consumption against project requirements.

7.6 Monitor movement of critical materials to prevent delays or shortages.

7.7 Record and report any material discrepancies, shortages, or damages to management.

7.8 Assist in labeling, storing, and issuing materials according to project procedures

7.9 Update material and resource registers to maintain accurate stock levels.

7.10 Assist in coordinating the return or disposal of unused or damaged materials.

7.11 Support preparation of weekly or monthly material usage reports for management.

8.0 Quality & Compliance Support

8.1 Assist QA/QC Engineers and site management in ensuring compliance with procedures and specifications.

8.2 Support internal inspections and document submission for approvals.

8.3 Ensure statutory, regulatory, and company documentation requirements are maintained.

8.4 Assist in maintaining records for NCRs, site observations, and corrective actions.

8.5 Support verification of work completed against approved drawings and specifications.

8.6 Assist in preparing compliance checklists and documentation for audits.

8.7 Track and report on pending approvals, certifications, and quality submissions

8.8 Support coordination with consultants or clients for quality verification and approvals.

8.9 Update and maintain registers of quality-related documents, approvals, and certifications.

8.10 Ensure timely submission of required quality documentation to management and relevant authorities.

8.11 Help in compiling quality reports, dashboards, and summaries for site management and clients.

8.12 Maintain records of inspection reports, test certificates, and technical submittals.

8.13 Support QA/QC team during internal and external audits by providing required documentation.

9.0 Testing & Commissioning Support

9.1 Assist QA/QC and commissioning teams in scheduling tests and inspections.

9.2 Record testing results and observations accurately.

9.3 Support preparation of commissioning reports, certificates, and documentation.

9.4 Verify that testing and commissioning schedules are communicated to relevant teams.

9.5 Assist in ensuring calibration of instruments and validity of test certificates.

9.6 Coordinate with contractors and subcontractors to ensure testing readiness.

9.7 Track open issues identified during commissioning and ensure proper documentation.

9.8 Assist in maintaining records for Factory Acceptance Tests (FATs) and Site Acceptance Tests (SATs).

9.9 Update and maintain commissioning checklists, logs, and registers.

9.10 Compile test and commissioning documentation for management and client review.

9.11 Assist in organizing technical documentation, photographs, and signatures for all test activities.

9.12 Support QA/QC and commissioning teams during witness testing by ensuring administrative readiness.

10.0 Administrative Reporting & Support

10.1 Prepare reports for management on administrative, resource, and site activities.

10.2 Assist in compiling documentation for client reviews, audits, and project closeout.

10.3 Support site management with scheduling, correspondence, and general office tasks

10.4 Maintain records of site staff, contractors, and material movements.

10.5 Assist in maintaining daily logs, attendance sheets, and staff records.

10.6 Support project management in preparing documentation for regulatory compliance.

10.7 Compile data for management review and provide summaries of administrative activities.

10.8 Track pending tasks and provide reminders to responsible personnel for timely completion.

10.9 Assist in preparing presentations, briefings, and reports for site and management meetings.

10.10 Ensure timely submission of administrative and project documentation to head office or client.

10.11 Maintain organized electronic and physical filing systems for quick retrieval of documents.

11.0 Coordination with Stakeholders

11.1 Liaise with contractors, subcontractors, suppliers, and site teams for administrative matters.

11.2 Support coordination of site activities with head office and project management teams.

11.3 Assist in communication of project updates, approvals, and site instructions.

11.4 Track follow-ups on requests, approvals, and action items from stakeholders.

11.5 Ensure smooth flow of information between site and external parties.

11.6 Support management in resolving administrative or procedural queries from stakeholders.

11.7 Document stakeholder communications and decisions for reference and audit purposes.

11.8 Facilitate prompt response to emails, calls, and official correspondence from stakeholders.

11.9 Maintain records of all meetings, discussions, and agreements with stakeholders.

11.10 Assist in scheduling meetings, site visits, and inspections with external parties.

11.11 Prepare briefing notes, action lists, and follow-up summaries for management.

11.12 Coordinate with finance or procurement teams to track delivery schedules, approvals, and payments.

12.0 Anti-Bribery Compliance

12.1 Understand, apply and comply to anti-bribery & corruption management system and policies.

12.2 Report any violation to anti-bribery & corruption policy through whistleblowing

channels.

 

13.0 Continuous Improvement

13.1 Identify opportunities to streamline site administrative processes and improve documentation efficiency.

13.2 Support implementation of digital tools or standardized templates for recordkeeping.

13.3 Monitor workflows to identify inefficiencies and propose improvements.

13.4 Assist in lessons-learned sessions to provide administrative insights for process enhancements.

13.5 Recommend enhancements to filing systems, reporting formats, and data management procedures.

13.6 Track the effectiveness of implemented improvements and provide feedback for further optimization.

Job Requirements

1. Efficiently manage day-to-day administrative and clerical tasks to support smooth site operations.
2. Maintain accurate, complete, and accessible records of all site documentation with proper version control.
3. Ensure compliance with document management procedures, audit requirements, and secure access to sensitive records.
4. Track project milestones, resource utilization, and performance metrics to support informed decision-making.
5. Effectively manage all site correspondence, ensuring timely distribution, tracking, and follow-up.
6. Facilitate smooth communication between site management, field teams, contractors, suppliers, and external stakeholders.
7. Support meetings, action item tracking, and dissemination of project updates for efficient collaboration.
8. Track, report, and assist in the management of incidents, safety training, and compliance with environmental standards.
9. Monitor and maintain accurate logs of materials, equipment, and resources to prevent shortages or mismanagement.
10. Assist in tracking, documenting, and submitting quality-related records, approvals, and certifications.
11. Support QA/QC and site management teams to ensure compliance with project specifications and standards.
12. Track pending issues, test results, and certifications to ensure completeness for project handover.

Skills