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Flatstone Construction

Site Administrator

Saskatoon, SK, Canada

Full-time

Apply About employer

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Job details

Job type: Full-time
Apply by: Apr 9, 2027
Experience: 2–3 years of administrative experience, preferably in construction, mining, or an industrial environment
Posting language: English
Posted: Oct 11, 2026

Original job description

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.

Apply About employer

More about this job

Responsibilities

Coordinate timekeeping and payroll inputs, crew rotations and travel, onboarding and personnel records, and document control for multiple remote construction sites. Provide procurement and general office support while serving as a key contact between site crews, leadership, clients, and the corporate office.

Requirements

Requires 2–3 years of administrative experience, preferably in construction, mining, or an industrial environment; experience with timekeeping, payroll support, or document control is also sought. Post-secondary education in office or business administration is an asset, as are unionized-environment experience and familiarity with collective agreements; proficiency in Microsoft Office is expected.

Skills

Timekeeping
Payroll Support
Crew Scheduling
Travel Coordination
Camp Coordination
Onboarding
Personnel Records Management
Training Records Management
Document Control
Procurement Support
Microsoft Office
Data Accuracy
Confidentiality
Communication
Organization
Prioritization

Benefits

Professional Development
Learning And Training Opportunities

Visa sponsorship

Not detected in the job text

Keywords

Construction
Mining
Industrial Environment
Timekeeping
Payroll Support
Collective Agreement
Crew Rotations
Travel Coordination
Camp Accommodations
Client Orientations
Security Clearances
Badging
Training Records
Certifications
Document Control
Daily Site Reports
HSE Administration
Purchase Requisitions
Invoice Coding
Microsoft Word
Microsoft Excel
Microsoft Outlook
ERP Systems
Personnel Records
Procurement
Office Administration

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