Company Overview:
Flatstone Construction is an English River First Nation–owned general contractor providing end-to-end infrastructure and construction services across Saskatchewan and Alberta. With over three decades of experience serving major mining operators, we combine proven technical capability with a strengthened culture of safety, quality, and reliability. Flatstone is built on long-term partnerships - creating opportunities for Indigenous workers and their communities while delivering consistent, high-performance results in demanding environments.
Job Summary:
Reporting to the Project Delivery Manager, with a functional reporting relationship to the Human Resources Manager, the Site Administrator provides the administrative backbone that keeps Flatstone's site operations running smoothly. Based in our Saskatoon office, the Site Administrator is the central point of coordination between the corporate office and our northern Saskatchewan project sites - managing timekeeping and payroll inputs, crew rotations and travel, personnel and training records, document control, and procurement support for Management, Supervisors, Foremen, and Workers.
This is an office-based role suited to someone who is highly organized, detail-oriented, and comfortable supporting multiple remote sites at once. The Site Administrator is expected to be an approachable, reliable resource for crews and site leadership - anticipating needs, keeping information accurate, and following through to make sure nothing falls through the cracks.
Key Responsibilities:
Timekeeping & Payroll Support
- Collect, review, and enter timesheets submitted from project sites; verify hours, overtime, and cost codes against crew schedules before submission to payroll
- Track attendance, rotation changes, leaves, and absences across sites; follow up with Supervisors and payroll on discrepancies promptly
- Support accurate application of the collective agreement and company policies related to hours of work, overtime, and site allowances
- Maintain time and attendance records in accordance with company record-retention requirements
Crew Mobilization, Travel & Camp Coordination
- Coordinate crew rotations, flights, ground transportation, and camp accommodations for all project sites in line with site schedules and company travel policy
- Liaise with client site services on room bookings, site access, and badging requirements
- Prepare crew manifests and maintain an accurate, up-to-date personnel-on-site list for each project
- Process travel and expense claims for site personnel in a timely and accurate manner
Onboarding & Personnel Records
- Coordinate pre-mobilization requirements for new hires and returning workers, including client orientations, security clearances, and badging
- Track and maintain training records, certifications, and tickets; flag upcoming expiries to Supervisors and the HSE team
- Support the HR Manager with onboarding documentation, personnel file updates, and demobilization/offboarding paperwork
- Handle confidential personnel information with discretion and in accordance with privacy requirements
Document Control & Project Administration
- Maintain project document control, ensuring daily reports, logs, drawings, forms, and correspondence received from site are current and properly filed
- Compile and distribute manpower reports, daily site reports, and meeting minutes for the Project Delivery Manager and project teams
- Support HSE administration, including filing inspections, toolbox talks, and incident documentation received from site
Procurement & Office Support
- Assist with purchase requisitions, receiving documentation, and invoice coding and reconciliation for project sites
- Coordinate orders and shipments of PPE, supplies, and consumables to site with Procurement
- Provide general administrative support to the Saskatoon office, including phones, email, filing, and office equipment
- Act as the first point of contact for site-related inquiries from crews, client representatives, and corporate staff
Qualifications:
- 2–3 years of administrative experience, preferably in construction, mining, or an industrial environment
- Post-secondary education in Office Administration, Business Administration, or a related field considered an asset
- Experience with timekeeping, payroll support, or document control
- Experience in a unionized environment and familiarity with collective agreement provisions considered an asset
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with ERP, timekeeping, or payroll systems an asset
- Occasional travel to northern Saskatchewan project sites may be required
Core Competencies
- Highly organized - manages competing priorities and deadlines across multiple project sites
- Detail-oriented - takes pride in accurate time, records, and data
- Discreet and trustworthy with confidential and personnel information
- Communicates effectively with workers, supervisors, management, and client representatives
- Service-oriented and proactive - anticipates the needs of site teams and follows through
- Collaborative and inclusive; supports workforce development for Indigenous workers and community members
- Adaptable and resilient; comfortable with shifting priorities in a fast-paced environment
What We Offer
Flatstone offers a competitive total rewards package designed to support our employees and their families:
• Professional development: support for ongoing learning and training opportunities
• Meaningful work: contribute to projects that create lasting opportunities for Indigenous workers and communities across Saskatchewan
• Stability and growth: join an established, First Nation-owned organization with three decades of industry presence and an active project pipeline
This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.
Please apply through the Des Nedhe website at https://desnedhe.com/careers/.
As a diverse and inclusive First Nation employer, we encourage all qualified and interested candidates to apply. Des Nedhe Group relies on Section 48 of the Saskatchewan Human Rights Code to give preference in employment opportunities to qualified candidates.
While we sincerely appreciate all applications, only candidates selected for interview will be contacted.
