MOSES WAYNE RABOTHATA
Senior Site Administrator | Mining • Construction • Renewable Energy | Operational Support & Site Management Professional
POLOKWANE
Summary
Senior Site Administrator with 19+ years of experience in mining, construction, and renewable energy projects. Skilled in project administration, procurement, payroll, fuel/stores management, and document control (EDMS, BuildSmart, Pastel). Proven ability to support multi-billion Rand infrastructure projects and ensure smooth site operations
Overview
22
22
years of professional experience
Work History
Senior Site Administrator
WSM Group Pty Ltd
Bloemfontein
07.2025 - Current
- Filing : Ensure all files are present on site and in neat and functioning condition.
- Documentation : General : Ensure all ops site documentation is on site for use : Site Diary, SI Book, Labour Sheets, Procurement Docs and order and supply where required
- Stationary : ensure Site Office has required stationary at all times and order and supply where required
- Completion of Site Admin documents : assist with the completion of any specific site / ops documentation such as Work Plan Schedules, Site Diary, SI Book, Contra Charges, Procurement Sheets and Labour Sheets under the INSTRUCTION AND SUPERVISION of CTM, CM, SM, SF, or H&S
- Daily operational Admin : Filing and posting (and/or assisting )of Daily Work Plan Schedules, Daily Weather Reports, Daily Labour Reports, Daily Progress Reports of Project
- Daily operational Admin : Taking photographic records and posting in respect of above in respect of Daily Progress Reports
- Printing : Assist with printing any documents and / digs as required by CTM, CM, SM, SF
- Communications : Assist with communications and sorting out communication problems as they arise and or required by CTM, CM, SM, SF Site Payroll Administration
- Daily Capturing of site personal data on Sanral ITIS. Hours, Invoices and Payment Certificates
- Diesel Reconciliation
- Daily Site Cost reports
- Stores and inventory stock administration
- Plant and machinery administration
- Procurement and management of Purchase Orders
- Timekeeping and wages administration
- Managing the administration budget and financial controls
- Facilitating effective communication between site personnel, subcontractors, and head office, ensuring all parties are informed and aligned.
- Providing comprehensive administrative support, including managing correspondence, maintaining files, and handling travel arrangements.
- Identifying and resolving administrative issues efficiently and effectively, contributing to a productive work environment.
- Site Plant Returns Control
- Site Stores Control
Site Administrator
Phoenecian Group
POLOKWANE
06.2024 - 07.2025
- Daily Staff timesheets
- Management of new engagement and personnel files
- Preparing of daily registers and PPE Management
- Preparing of quotations for site materials
- Requisition, Purchase Orders and GRN or Invoicing receipting on Buildsmart
- Maintain and update office filing system.
- Issuing and receiving PPE
- Assist in arranging medical and Induction
- Petty Cash Returns
- Capturing of Wages Time Sheet
- Site Payroll Administration
- Diesel Reconciliation
- Site Plant Returns Control
- Site Stores Control
- Coordinated staff meetings and events to foster communication, teamwork, and professional development opportunities for team members.
Site Administrator
Scatec Africa
Upintong
06.2022 - 02.2023
- Site Administration
- Complete a high-volume of data entry.
- Ability to answer a high volume of phone calls.
- Organize travel arrangements including flights, car rentals or airport transfers, accommodation, securing and furnishing properties as required.
- Proficient in organizing site meetings and invitations by the Construction Team and various stakeholders as required.
- Procuring and maintaining of site office equipment and supplies.
- All administrative work for the project and not limited to; assist in typing up and formatting of site documents not limited to specification, procedures, site reports, filing and scanning of project information.
- Organize the scheduling including consolidating information required for project meetings, as requested by the Construction Manager.
- Generate month-end reports as per site specific requirements.
- Driving company provided vehicles for business related errands.
- Site Document Control
- Coordination with the Project, Engineering, and site teams.
- Establish the EDMS system for the project in line with project specific requirements (supported by the Home Office Document Control and ICT Departments).
- Coordinate and ensure all Document Control daily activities / duties are performed in accordance with the standards and procedures of DRA and project specific requirements.
- Explaining the project document process to the project execution team and supports user requests for documentation and trains users in the EDMS (SharePoint and BIM) System.
- Receiving, tracking, and monitoring of incoming / outgoing Project documentation and maintaining electronic copies of project and vendor documentation.
- Managing the internal and external issuance of electronic or hardcopy of project documentation to the various stakeholders as per the Construction Manager’s and project requirements.
- Create hardcopies of project files as per the Construction Manager’s requirements.
- Managing the internal / external review of documents, drawings, operating and maintenance manuals and data books.
- Generate reports from the document management system to track document status.
- Assist in supporting internal and external audits.
- Compile end of job documentation including manuals. These manuals are mostly the spares, operating maintenance manuals, data books and as built drawings for each equipment or area.
- Ensure the required hand over documents are available in the correct folders for a streamlined handover.
- Assist with project close-out and lessons learnt report, as well as the handover to client.
- Close-out documentation.
Site Administrator
Murray and Dickson Construction
Rustenburg
07.2021 - 06.2022
- Ensure forecasting for fuel is completed as per contractual requirements with the Supplier and the Service provider.
- Manage the fuel price calculation on a weekly basis for fuel and issuance of purchase orders.
- Coordinate the reconciliation and processing of invoices related to fuel supply for payment.
- Liaise with the fuel Service provider regarding stocks held at GIP storage tanks.
- Site stores and consumables management and recording of transactions relating to issues, receiving and stock take.
- Responsible to complete weekly/monthly reconciliations of Fuel Stock Levels and complete investigations of any identified variances on Buildsmart.
- Payroll data input, ensuring the completeness and accuracy of payroll and wages inputs and cost allocations.
- Impersonating wage staff on Whimbrel System to administer leave and other benefits.
- Scheduling and programming of medicals and inductions for employees.
- Registering and channeling of all personnel enquiries to the relevant levels.
- Compiling, safe-keeping, and the maintenance of personnel files for all wage employees on a specific site(s).
- General Administration including record keeping, filing, Operating of office equipment.
- Implement and maintain policies and procedures related to inventory control.
- Establish and execute cycle count schedule in compliance with the company objectives.
- Oversee the inventory areas by organizing and maintaining efficient material handling, storage, and preservation of product.
- Ensure the highest level of housekeeping is always maintained, with shelves, racks and materials clearly labelled.
- Investigate and eliminate material shortages to production and report on corrective/preventative actions to team.
- Monitor and assist expeditors with suppliers and free issue customers.
- Maintain Stock Days as per company objectives.
- Co-ordinate damaged and defective products and ensure that it is accounted and handled as per company procedures.
- Manage and eliminate all obsolete and reject stock holdings.
- Perform general clerical duties, filing and material receiving.
- Provide services to customers, such as order placement and account information on BuildSmart.
- Material Control (Goods receiving and issuing, stock control and forecasting).
- Handling all enquiries to site and assisting in the Procurement process on BuildSmart.
- Ensuring all purchase orders reflect where materials are to be utilized and are approved by the relevant Manager.
- Suppliers invoice queries and chase up with the accounts department.
- Management of stock and assets as well as all materials requirements.
Site Administrator
Woodplc SA
Rustenburg
02.2019 - 12.2020
- Lead fuel delivery at facility ensuring vehicle and other equipment seals is intact, fuel supplied is correct, water testing is negative before unloading.
- Check facility fuel tanks prior to and post offloading of new delivery to confirm ordered quantity corresponds to order and delivery note.
- Ensure delivery vehicle is emptied fully before departing.
- Daily fuel quantity checks and record keeping intact.
- Daily, weekly, and monthly fuel consumption reporting.
- Maintain a stock of oils and record issues and receipts.
- Plan and coordinate the work of staff and subcontractors across multiple building sites.
- To arrange warehouse logistics according to the instructions of the Manager.
- Provide general administrative support service for the project.
- Ensure all project correspondence and other co-ordination documents (e.g., minutes presentations) are captured on SharePoint and distributed as required to the Project Team.
- Maintain hard-copy files of any original documentation as required, aligned with the electronic filing of documentation on SharePoint.
- Maintain the standard document control processes and tools at project level, implementing a Project Document Management Plan, aligned with the overall requirements of the Document Management Function.
- Ensure all project personnel are appropriately trained in the document control processes and the project document management system and have appropriate permissions and access rights.
- Maintain and accurately update information in the electronic document management system, ensuring that all documentation, drawings, and specifications are up to date, at correct revision and with completed metadata, such that a complete ‘project record’ is held throughout each stage of the project.
- Control all project documentation produced internally and externally, from planned stage through review, approval, issue, distribution to handover and archiving.
- Provide oversight of the transmittal process for issue of documents; distribute documents and comments according to the Project distribution matrix.
- Ensure that the physical receipt of goods on site is managed and controlled and duly reconciled against the relevant purchase orders.
- Input of Material Receipts and issues in to Convero.
- Receive receipts and invoices from suppliers and check them for accuracy.
- Supervise the off - loading and storage of equipment and supplies.
- Ensure good housekeeping and security of the materials.
- Supervise stores staff.
- Physical Issuing of materials to subcontractors on request and recording the transaction in Convero.
- Ensure Preservation requirements are adhered to.
- Ensure all tasks are completed in a safe manner.
- Maintain all stores issue and receipt systems and processes.
- To manage information relevant to arrival of materials at site and their availability at the warehouse.
- Manage the performance of all relevant Contractors / Subcontractors, ensuring quality and timely completion of scheduled tasks.
- Ensure all works are carried out in line with approved method and high-quality standards.
- Carry out quality control and assurance of all work done on site.
- Manage all aspects of the site including housekeeping, daily schedules, and health & safety.
- Managing plant and required materials.
- Carry out and record site inspections.
- Maintain all necessary foreman documents and progress reports as required.
- Project & site management reporting.
- Managing staff and control the quality of work on site.
- Ensuring deliveries goes along with site orders and correct invoices presented and filed.
- Monitoring expenditure and ensure it remains within budget.
- Reporting on site progress to site managers.
Site Administrator
Foce Property Investment
Midrand
06.2017 - 01.2019
- Material Orders according to Site Manager’s / Foreman requirements (Pastel)
- Material Control (Goods receiving and issuing, stock control and forecasting)
- Management of stores and stores staff
- Daily Diaries
- Health and safety files (assisting the Safety Officer)
- Medicals and Training Certificates
- Handling all enquiries to site
- Assisting the Site Manager with all Quality Control documents and the monitoring/auditing thereof
- Assisting management with Site Reporting
- Assisting Management with Progress Reports and Schedules
- Assisting Management with processing of payment certificates and claims
- Assisting in the Procurement process
- Assist management and liaise with the Labour Broker to fulfil site staff requirements
- Responsible for overseeing all construction activities, ensuring that all works are well planned, and construction materials procured and delivered on time
- Attend site meetings and keep site records
- Obtain permits and licenses from appropriate authorities
- Understanding what the client or company wants to achieve
- Communicating with staff at all levels
- Ensuring that each stage of the project happens on time, on budget and to high standard
- Resolving any issues or delays
- Working in an office or on a construction site guiding and leading
Site Clerk
Danoher Contracting
Port Alfred
09.2016 - 05.2017
- Collation of Information from Shift Supervisor.
- Update daily machine hours, production, diesel, cash expenses.
- Hire of Machinery. Daily Report to Directors. Weekly Daily Stats to HO.
- Submit wearcheck feedback to HO and courier weacheck samples.
- Ensure stock received and reconciled to shipment.
- Daily issue and expense stock.
- Reconcile all related stock spreadsheets – plant issue, oil issue, filter issue sheets.
- Update materials received sheet.
- Send stock sheet and stock issues and place requisitions.
- Follow up on outstanding orders.
- Get quotes from local suppliers. Submit delivery notes and invoices.
- Cash Purchases for site, staff accommodation and medicals.
- Capture wage timesheets accurately.
- Update employee records and submit to HO. Extend employee contracts.
- Update new employee details.
- Book and co-ordinate medicals for staff.
- Book accommodation for visitors.
- Request mine access for visitors to site.
- Request entry memo for deliveries and exit memo for items that need to exit mine.
- Supply and scan loan and leave forms.
- Collation of Information from Shift Supervisor.
- Overseeing Quarry works.
- Providing technical advice and solving problems on site.
- Preparing site reports and site diaries for Construction Manager.
- Liaising with Construction Manager about the ordering of materials and plant.
- Ensuring that OHS (Occupational Health & Safety) policies are adhered to.
- Keeping OHS (Occupational Health & Safety) files up to date.
- Month End Reports to HO (Stock, Daily Stats, plant return, Machine Hours, Diesel Issued, Mechanic Timesheets, Petty Cash, cheque, and credit card summaries).
- Wages and Salary staff info to HO. Update service schedule.
- Reconcile Petty Cash for site and other parties.
- Complete Credit Card summary and send monthly.
Site Clerk
Group Five Construction
Kathu
10.2011 - 05.2016
- Fuel Administration
- Site Cost Administration
- Stock Administration
- Data input on JDEdward
- Invoice Checking
- Document processing
- Management of petty Cash
- Processing Of Reports
- General Administration
- HR Administration
- Supported efficient construction processes by coordinating deliveries and managing inventory onsite.
Site Clerk
Kaulani Civils
Piet Retief
06.2006 - 02.2011
- Assist in any payment issues of staff on site.
- Compilation of weekly and monthly reports.
- Capturing of data on the computer - Pastel and Fuel Company System.
- Placing of stock orders.
- Purchasing of Stock.
- Invoicing Customers.
- Salaries and Wages on Pastel Payroll.
- Receiving of fuel deliveries.
- Shared Management of Staff.
- Produce schedules and monitor attendance of crew.
- Ensure manpower and resources are adequate.
- Supervise the use of machinery and equipment.
- Monitor expenditure and ensure it remains within budget.
- Resolve problems when they arise.
- Report on progress to managers.
- Manage Plant Hours Returns.
Site Storeman
Kaulani Civils
Koster
04.2004 - 05.2006
- Receipt of deliveries as well as notification of deliveries to procurement and services.
- Dispatch of goods as well as notification of dispatch to procurement and services.
- Day-to-day organization of goods received from receiving till booked into storage.
- Monitor stock against agreed inventory levels and re-order as required.
- Participate in stock counts and required re-counts.
- Ensure stock items are marked with the correct codes.
- Ensure full traceability of all stock items and materials.
- Use the store requisition system and keep an accurate record of all incoming and outgoing stock.
- Report and document damaged ongoing and outgoing goods.
- Respond to telephone calls to stores.
- Adhere to all health and safety regulations.
- Daily housekeeping of the store as well as receiving and dispatch area outside the store.
- Liaise closely with the Works Supervisor, to ensure that appropriate scheduling, equipment, and standards of construction are always met.
Education
Grade 12 - Northern Sotho, English, Afrikaans, History, Biology, Geography
Sekgware High School
Limpopo01.2000
Diploma In Logistics - National Diploma in Logistics
Unisa
Pretoria11.2008
Skills
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- JD Edwards
- BuildSmart
- Candy CCS
- Pastel Accounting Version 17
- Baan ERP System
- Planning
- Communication
- Organizing
- Leadership
- Problem-solving
- Hard work
- Emergency response
- Resilience
- Fuel dispensing process
- Fuel equipment
Driver License
Code C1
Essential Skills
- Excellent planning, communication and organizing skills
- Good leadership skills
- Ability to work beyond stipulated work hours
- Confidence and decisiveness
- A reactive problem-solver and a hard worker
- Willingness to respond to emergency when the need arises
- Resilience to work under pressure as to meet up with timeline
- Knowledge of fuel dispensing process and fuel equipment
Personal Information
Date of Birth: 04/26/81
Personal Qualities
- Good written English and strong verbal English communication skills
- Practical and technically minded
- Excellent leadership qualities to motivate a team on efficiency and safety
- Open minded and reliable team player
Training
- Storekeeping and Stock Control
- Construction Supervision Skills
- Safety for construction workers
- Generic Life Skills
- Site Costing & Administration
- Time Management
- Site Safety Administration
- Site Admin: Employees & Finance
- Corporate Governance & Ethics
- Grievance & Disciplinary Procedure
Timeline
Senior Site Administrator
WSM Group Pty Ltd
07.2025 - Current
Site Administrator
Phoenecian Group
06.2024 - 07.2025
Site Administrator
Scatec Africa
06.2022 - 02.2023
Site Administrator
Murray and Dickson Construction
07.2021 - 06.2022
Site Administrator
Woodplc SA
02.2019 - 12.2020
Site Administrator
Foce Property Investment
06.2017 - 01.2019
Site Clerk
Danoher Contracting
09.2016 - 05.2017
Site Clerk
Group Five Construction
10.2011 - 05.2016
Site Clerk
Kaulani Civils
06.2006 - 02.2011
Site Storeman
Kaulani Civils
04.2004 - 05.2006
Diploma In Logistics - National Diploma in Logistics
Unisa
Grade 12 - Northern Sotho, English, Afrikaans, History, Biology, Geography
Sekgware High School