Site Administrator & Site Store Executive – Solar PV Projects

Position Overview

We are looking for a dedicated and detail-oriented Site Administrator & Site Store Executive to manage and coordinate administrative and store functions at our Solar PV project site.

This role is critical for ensuring smooth site operations, compliance with company policies, efficient material management, and strong coordination with project teams and local stakeholders. The role will support seamless project execution and timely delivery of the solar asset.

Key Responsibilities

Site Administration & Coordination

• Manage and oversee day-to-day administrative activities at the project site, including office operations, facilities, and utilities.
• Maintain records of site attendance, manpower deployment, site registers, and daily work fronts.
• Support the Project/Construction Manager with documentation, reporting, and internal approvals.
• Handle incoming and outgoing correspondence (letters, emails, notices) with contractors, vendors, and local authorities.

Site Store & Material Management

• Maintain records of material receipts, storage, and issuance at the site store.
• Ensure proper inventory tracking and stock reconciliation.
• Coordinate with procurement and logistics teams for timely material delivery and dispatch.
• Maintain documentation for material inward/outward registers and stock reports.
• Ensure safe storage and handling of site materials and equipment.

Logistics & Resource Management

• Coordinate site logistics including accommodation, travel, and transportation for site staff and visitors.
• Support mobilization and demobilization of contractors, vendors, and manpower.
• Maintain records of site assets, equipment, and consumables.

Compliance & Documentation

• Ensure statutory compliance documentation is maintained (labour laws, insurance, permits, and local authority approvals).
• Support HR in maintaining timesheets, payroll inputs, and workforce compliance records.
• Maintain organized documentation of contracts, invoices, bills, and official correspondence.
• Support site audits, inspections, and visits by clients, consultants, and regulatory authorities.

Stakeholder & Community Coordination

• Act as a liaison with local communities, landowners, and authorities to support smooth project execution.
• Assist the project team with CSR initiatives and community engagement activities.
• Ensure the project site maintains strong relationships with external stakeholders.

Support to Project Execution

• Assist project managers, engineers, and HSE teams with documentation, scheduling, and MIS reporting.
• Provide administrative support during safety drills, trainings, and site meetings.
• Track and consolidate site progress inputs for management reporting.

Key Skills & Competencies

• Strong organizational and multitasking abilities with high attention to detail.
• Good written and verbal communication skills in English and local languages.
• Knowledge of site administration, store management, statutory compliance, and labour law basics.
• Proficiency in MS Office (Excel, Word, PowerPoint) and familiarity with ERP/document management systems.
• Strong interpersonal skills to coordinate with contractors, authorities, and community stakeholders.
• Ability to work in a dynamic and demanding construction site environment.

Qualifications & Experience

• Graduate in Administration / Commerce / Management (preferred).
• 7+ years of experience in site administration or store management in construction or infrastructure projects.
• Experience in EPC, infrastructure, or utility-scale renewable energy projects preferred.
• Experience managing administrative operations at large construction sites with multiple contractors.
• Familiarity with IPP or EPC project governance processes will be an added advantage.

Key Deliverables

• Efficient site administration supporting uninterrupted project execution.
• Accurate material inventory and store management.
• Timely availability of documentation, logistics, and compliance records.
• Audit-ready site administration with zero compliance gaps.
• Positive engagement with local stakeholders enabling smooth project implementation.