Site Coordinator

Objective

The Site Coordinator is responsible for the operational service delivery of staffing requirements on a client site as per SLA. Where there is no site administrator the Site Agent is responsible for payroll and other admin on site.

CORE FUNCTIONS:

HR/Operational management of assignees

Recruitment & Selection

• Understand the clients staffing needs and communicate these clearly to the resource center

• Build and maintain a good relationship with the resource center and liaise with them regarding staffing and skills required for client site

• Provide feedback to the resource center on the caliber of staff supplied to the client

• Ensure the resource center has a pool of readily available and suitable candidates as per client specific requirements

• Ensure all assignees have been recruited as per the Capital Africa SOP and the client SLA

Induction

• Ensure that all assignees have attended the Capital Africa induction

• Liaise with client contact regarding induction of assignees on client operating policies, procedures, health & safety, and labor relations, and completion of any necessary related documentation for the client

• Issue PPE prior to commencing work on site

• Ensure new contracts and documentation are signed by the assignee and sent to the resource center for scanning

labour relations

• Address and solve assignee problems and grievances promptly and in a professional manner, attend to employee wellbeing issues

• Ensure all assignees are managed on a day-to-day basis in accordance with all applicable labour laws, legislation, as well as client policy

• Ensure that all incidents, regarding disciplinary issues, are full investigated, recorded, and acted upon in a legally defensible manner

• Manage poor work performance of assignee as reported by client, as per the assignee’s job functions

Operational shift management

• Manage assignee pool to ensure all shifts are full staffed

• Proactively engage with the client regarding projects and season work and ensure that a suitable pool of assignees are available during these peak times

• Monitor time and attendance on site

• Bring to the AOM’s attention any abuse of sick leave

• Ensure all assignees are loaded and trained on the bio-metric T&A system

Safety, health, & environmental compliance

• Ensure that assignees are compliant with health & safety regulations of the clients site

• Ensure medicals are conducted as per SLA

• Ensure all assignee licenses are verified in accordance with the SOP

• Responsible for reporting of faulty equipment/safety hazards in writing to AOM and client

• Attend to all incidents on site:

  • Assignee must receive medical attention at time of incident

  • Accompany assignee to client or hospital

  • Complete all necessary documentation and is sent to the administrator responsible for injuries on duty within the prescribed deadlines

  • Assist with incident investigations on site and as per health & safety training

Admin

Payroll & Invoicing

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  Ensure that the payroll department is presented with accurate payroll data processed within deadline

  
  


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  Distribute pay slips to assignees (weekly/monthly) as per payroll run

  
  


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  Resolve assignee payroll queries timeously

  
  


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  Attend to timeous delivery of invoices to the client, and ensure that a proof of delivery (POD) is signed

  
  


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  Ensure all client invoice queries are escalated to the AOM to resolve

  
  

Assignee files

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  Ensure copies are of assignee identity documents, driver’s license (as applicable), certificates of competency, medicals, record of client inductions, and current contracts of employment and documentation are uploaded onto Ax and copies kept for IOD purposes

  
  

General

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  For all terminations with clients ensure that all documentation/information required by assignees is completed prior to termination

  
  

Client relationship management

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  Build and maintain sound relationships with client representatives

  
  


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  Understand client service requirements and ensure service delivery compliance

  
  


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  Develop awareness of client needs and business and identify potential opportunities with the client and communicate to the AOM

  
  


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  Communicate and provide feedback to client and resolve client queries timeously in conjunction with AOM

  
  

• Assessment

• Computer literacy especially in Word, Excel, and Outlook

• Average numeric and verbal reasoning ability

• Average verbal and written communication skills

• Attention to detail

• Planning and organising

• High stress tolerance

• Good interpersonal skills

• Customer service orientated

Flexibility