Site Administrator

Company Overview:

Yateem Air Conditioning, a pioneer in bringing air conditioning to the Middle East, has been a leader in the industry for over 75 years in the Kingdom of Bahrain. We specialise in the supply, installation, and service of air conditioning systems, and our expertise extends to heating, ventilation, ducting, electrical works, building management systems, plumbing, drainage, and firefighting, among other services.

Position Summary:

The Site Administrator is responsible for providing comprehensive administrative support for HVAC operations at a designated job site. This includes managing site-specific administrative tasks, coordinating communications between the HVAC team, clients, and vendors, overseeing scheduling, maintaining accurate records, and ensuring compliance with safety and regulatory standards

Responsibilities:

Administrative Support:

· Maintain and organize accurate records and files for HVAC service contracts, project timelines, equipment, and client interactions.

· Prepare reports, service documentation, and necessary paperwork, ensuring accuracy and completeness.

Scheduling and Coordination:

· Coordinate the scheduling of HVAC technicians and contractors for installations, maintenance, and service calls.

· Ensure that all appointments, site visits, and service calls are efficiently scheduled and communicated to the appropriate personnel.

· Communicate with clients to confirm appointments, gather service requirements, and follow up on ongoing projects.

Client and Vendor Communication:

· Act as the primary administrative point of contact for clients, vendors, and service partners related to HVAC projects and services.

· Address client inquiries, requests, and concerns promptly and professionally, escalating issues to management when necessary.

Document Management and Compliance:

· Ensure all necessary permits, HVAC certifications, and licenses are up to date and compliant with local and national regulations.

· Track and maintain safety records, inspection reports, and compliance documents related to HVAC work.

· Assist in the preparation of reports, including service logs, maintenance schedules, and performance metrics for the site manager.

Inventory and Supplies Management:

· Monitor the stock of HVAC materials, parts, and tools to ensure necessary supplies are available for scheduled work.

· Keep track of inventory levels, order new supplies as needed, and ensure the storage and organization of equipment are well-maintained.

· Manage equipment maintenance schedules and coordinate repairs or replacements for HVAC tools and machinery.

Financial Administration:

· Assist in tracking project costs, including labor, materials, and other expenses.

· Help with generating and processing purchase orders, invoices, and ensuring accurate billing for services provided.

· Track payments, reconcile financial documents, and report discrepancies to management as needed.

Health, Safety, and Regulatory Compliance:

· Support the implementation and tracking of safety protocols for HVAC technicians and staff on-site.

· Maintain and organize records of safety training, certifications, and incident reports.

Requirements:

· Bachelor's degree in Engineering, Operations Management, or related field (preferred).

· 5 years of administrative experience, preferably in an HVAC or construction environment.

· Knowledge of HVAC systems, terminology, and industry standards is a plus.

· Strong leadership, organizational, and communication skills.

Job Type: Full-time

Application Deadline: 28/02/2025