Document Controller & Site Admin

FairStone Ltd is looking for an experienced Document Controller & Site Admin for its current construction sites located in Cap Malheureux.

FairStone Ltd is looking for an experienced Document Controller & Site Admin for its current construction sites located in Cap Malheureux.

Overall Responsibility

The Document Controller & Site Admin is responsible for managing all project documentation and providing administrative support to ensure smooth day-to-day site operations. This role ensures that documents are properly controlled, distributed, archived, and compliant with company and project requirements while supporting site coordination activities.

 Document Control

• Collect, Set Up, Copy, Scan and Store drawings/documents following set procedures.
• Ensure that all drawings/documents are up to date.
• Conduct company audits to ensure drawings/documents are being followed.
• Ensure all technical documents, such as reports, drawings and blueprints are collected and registered in system.
• Notify staff of updated drawing/document versions and how to access them.
• Receive and Distribute project-related drawings to internal teams.
• Confirm delivery of drawings/documents to proper staff.
• Work with drawings/documents across various departments
• File drawings/documents in physical and digital records
• Create templates for future use.
• Retrieve drawings as requested by employees and external parties.  
• Manage the flow of drawing/documentation within the organization.
• Maintain confidentiality around sensitive information and terms of agreement.
• Prepare ad hoc reports on projects as needed.
• Communicate and collaborate with project managers.
• Quality & compliance checks on drawings/documents.
• Any additional cognate duties and responsibilities.

Administrative Support

• Provide direct administrative support to the General Manager (GM).
• Manage the GM’s site-related correspondence, documentation, and schedules.
• Maintain confidentiality of sensitive project and company information.
• Oversee daily site administrative activities and ensure smooth office operations.
• Manage site office supplies, equipment, and service providers.
• Organize and maintain structured filing systems (digital and hard copy).
• Act as a point of coordination between the General Manager, project teams, consultants, subcontractors, and head office.
• Schedule and coordinate meetings, site visits, and inspections.
• Record, prepare, and distribute meeting minutes and action trackers.
• Follow up on assigned actions and deadlines as instructed by the GM.
• Compile site reports such as weekly progress reports and administrative dashboards.
• Assist the GM with special assignments, coordination tasks, and ad-hoc requirements.

 Requirements

• Diploma or Degree in Administration, Construction Management or Professional Qualifications in the construction field.
• Minimum 2 years’ experience as a Document Controller or Site Administrator in a construction environment.
• Fully IT Literate and proficiency in MS Office (Word, Excel, Outlook); knowledge of document control systems is an advantage.
• Knowledge in Construction Drawings, AutoCAD.
• Flexible to work odd hours.
• Strong organizational and document management skills.
• Attention to detail and ability to manage multiple tasks.
• Good written and verbal communication skills.
• Ability to work independently.
• Familiarity with construction drawings and terminology is an advantage.