Site Admin

The HR and Site Administrator acts as a liaison between employees and management, ensuring a productive and compliant workplace environment while supporting the company's HR objectives and site-specific needs. The HR and Site Administrator is responsible for managing both human resource functions and administrative duties at a designated site.

Job Responsibilities:

1. Facilities Management:

• Supervise the maintenance and upkeep of the site's infrastructure.
• Ensure facilities are safe, operational, and meet employee needs.
• Coordinate repairs and improvements with maintenance staff and external contractors.

2. Transport & Canteen Management:

• Manage employee transportation services, including scheduling and route planning.
• Ensure vendor-provided vehicles are well-maintained and compliant with safety regulations.
• Address transportation issues and optimize operations for efficiency.
• Supervise site canteen operations, ensuring food quality, hygiene, and service standards.
• Collaborate with catering vendors to offer diverse and nutritious meals.
• Address canteen-related issues and implement necessary improvements.

3. Site Compliance & Audit Support:

• Assist the ER Lead and Site PA in ensuring the site complies with laws, regulations, and company policies.
• Support the implementation of compliance programs and initiatives.
• Assist in preparing for and conducting site audits.
• Ensure proper documentation and processes are in place for successful audits.
• Support DC Managers in implementing corrective actions for audit findings.
• Support HSSE initiatives and ensure compliance with safety standards, participating in risk assessments and incident investigations as required.

4. Third-Party Employee Management:

• Maintain accurate records of third-party employee information.
• Oversee the onboarding of off-roll employees, ensuring proper orientation and training.
• Develop and maintain work schedules, ensuring adequate staffing based on business needs.
• Ensure all schedules comply with labour laws and organizational policies, including rest periods, maximum working hours, and overtime regulations.
• Ensure all third-party employees clock in and out correctly, using designated systems (e.g., biometric devices, attendance software).
• Support during customer audits by coordinating with third-party vendors for employment documentation.
• Track and manage all forms of leave (sick leave, vacation, personal leave) for third-party employees.
• Address attendance-related issues such as tardiness, absenteeism, and discrepancies in attendance records.
• Maintain accurate records of employee hours and ensure compliance with contractual agreements.
• Generate reports on hours worked, overtime, and scheduling metrics, providing insights for improvement.

5. Third-Party Vendor Administration:

• Manage relationships with third-party vendors, ensuring service level agreements (SLAs) are adhered to.
• Coordinate with vendors to address performance issues or request replacements when necessary.
• Serve as the primary point of contact for third-party employees on-site, addressing concerns and ensuring compliance with site policies.
• Ensure vendors provide required documentation, such as offer letters, payslips, and ESIC TICs for third-party employees.
• Perform monthly sample checks to compare salary payments against billed amounts.
• Collect no-due certificates from vendors on a monthly basis.

6. Invoice Management:

• Process and manage site-related invoices, ensuring accuracy and timely payments.
• Verify billed amounts against manpower data to ensure invoice accuracy, flagging any discrepancies for immediate resolution.
• Ensure compliance with legal requirements for invoice processing.
• Obtain ER clearance for invoices before submitting them to Finance.
• Maintain records of financial transactions and resolve any discrepancies in invoices.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

We are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing [email protected].