Project Administrator

Job Purpose

The Plant Site Administrator is responsible for managing, tracking, all internal and third-party rented plant, machinery on site. The primary focus is verifying machine working hours, tracking standing/breakdown time, managing fuel usage, and reconciling monthly invoices against daily plant returns to prevent cost overruns.

Key Responsibilities & Duties

1. Daily Plant Hour & Standing Time Tracking

• Issue, collect, and audit daily Plant Activity Sheets / Timecards for all rented and owned machinery (e.g., excavators, ADTs, dozers, rollers, cranes, generators).
• Verify start/stop hour meter readings directly against physical machine meters.
• Record and categorize all non-productive time daily:
• Working Hours: Direct productive work logged to specific cost codes/zones.
• Breakdown Time: Mechanical faults (recorded for hire rate deductions).
• Standing Time: Rain, site delays, or client delays.
• Inclement Weather: Track rain hours impacting earthworks equipment.
• Cross-check operator signatures and Site Foreman sign-offs on daily plant returns.

2. Plant Hire Requisitions, Delivery & Off-Hire

• Maintain an up-to-date Site Plant Register detailing machine make, model, serial number, supplier, agreed rate (hourly/daily), minimum targeted hours per day, and wet/dry status.
• Process incoming machinery: verify physical condition, log arrival hour meter, and complete joint On-Hire Inspection Certificates.
• Monitor equipment utilization to identify under-utilized plant and issue timely Off-Hire Notifications to suppliers to stop rental charges.

3. Fuel & Lubricants Management (Wet Hire Reconciliation)

• Monitor and record fuel issues to all rented machinery (for both wet and dry hire contracts).
• Calculate and track Liters Per Hour (L/hr) consumption rates per machine type to detect fuel theft, engine inefficiency, or false hour reporting.
• Reconcile site bowser (fuel tanker) dips and pump registers against machine hour gains daily.

4. Invoice Verification & Subcontract Reconciliation

• Match monthly hire supplier statements and invoices against daily signed Plant Time Sheets and delivery Notes.
• Calculate and apply contract penalties or rate adjustments for machine breakdowns, late arrivals, or failure to meet minimum monthly hours.
• Prepare monthly Plant Cost Reconciliation summaries for the Quantity Surveyor and Site Agent prior to payment sign-off.

5. Compliance & Operator Administration

• Verify that all hired plant operators hold valid licenses, medical certificates, and competency certificates before allowing them on site.
• Ensure all hired equipment has valid Checklists, Load Test Certificates (for cranes/lifting gear), and Risk Assessments filed in the site safety file.

Key Performance Indicators (KPIs)

• Timecard Accuracy: 100% of daily plant sheets audited and signed within 24 hours of shift end.
• Invoice Reconciliation: 0% overpayment on plant invoices due to unverified standing or breakdown hours.
• Fuel Variance: Less than 3% unexplained variance between fuel issued and machine hours logged.
• Off-Hire Efficiency: Off-hire notifications issued to suppliers on the exact day equipment becomes redundant.

Pay: R8 003,43 - R29 666,22 per month

Work Location: In person