Site Administrator

Job Description

Job Description

Job Title: Site Administrator Job Description

The Site Administrator supports orientation and badging activities for all personnel working onsite, providing comprehensive administrative support in a fast-paced environment. This full-time, onsite role focuses on data entry, documentation management, and customer service to ensure that orientation and badging processes run smoothly and efficiently.

Responsibilities

• Perform daily administrative tasks including scheduling, filing, and organizing workflow to support orientation and badging operations.
• Handle a high volume of customer interactions by answering calls while assisting in-person visitors and managing multiple requests simultaneously.
• Communicate clearly and professionally in both verbal and written formats with contractors, visitors, and internal stakeholders.
• Address inquiries and concerns in a calm, professional manner and de-escalate situations when necessary to maintain a positive environment.
• Process requests submitted through the Smartsheet program, including Orientation Requests, Visitor Badging Requests, Termination/Suspension Requests, and Temporary Badge Requests.
• Follow up with customers when requests are declined, explain decisions, and help identify next steps to fulfill their needs.
• Record and track all visitor badging activities, summarize and total daily data, and distribute reports to management and the team at the end of each business day.
• Collect all visitor and temporary badges each day from the drop box and from individuals returning them, and accurately record their return in Smartsheet to prepare for re-issue.
• Respond to a significant volume of emails from two different inboxes in a professional and timely manner, ensuring all inquiries are addressed.
• Provide procedures and policies to newcomers and ensure they are well-informed about orientation, badging, and site requirements.
• Verify that all contractors are enrolled and approved in OCIP and guide them through the appropriate steps if they are not.
• Add new or renewed companies into the Sitetraxx system and maintain accurate records for orientation and badging.
• Assist with processing and badging for English and Spanish orientation classes, including printing, scanning, data entry, and uploading multiple documents into each individuals Sitetraxx account.
• Apply knowledge of E-Verify processes and accurately recognize multi-state identification cards, federal IDs, and passports.
• Support the badging process for safety orientation classes in both English and Spanish, ensuring compliance with training and documentation requirements.
• Maintain a personable, positive attitude while working with diverse groups of contractors, visitors, and internal team members.

Essential Skills

• At least 2 years of administrative experience in a fast-paced environment.
• Bilingual communication skills, with the ability to support English and Spanish-speaking customers.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong data entry skills with high accuracy and attention to detail.
• Excellent written and verbal communication skills for interacting with customers and documenting processes.
• Ability to multitask effectively while managing calls, emails, and in-person requests.
• Personable demeanor with a positive attitude and strong customer service orientation.
• Ability to understand and follow established procedures for orientation and badging.
• Capability to work independently onsite while collaborating with a broader team.

Additional Skills & Qualifications

• Experience using Smartsheet for tracking requests, workflows, and daily activity reports.
• Experience supporting a semiconductor manufacturing site or similar industrial environment.
• Construction-related background or familiarity with construction site operations.
• Prior experience with orientation and badging processes for contractors and visitors.
• Understanding of E-Verify and familiarity with multi-state identification cards, federal IDs, and passports.
• Experience working with systems such as Sitetraxx or similar platforms for tracking company and personnel information.
• Interest in professional development opportunities and ongoing training.
• Ability to adapt to evolving procedures and technology tools used in orientation and badging.

Work Environment

This is a full-time, onsite role based at a large semiconductor facility, working within orientation trailers and administrative areas that support contractors and visitors. The schedule is Monday through Friday from 5:00 a.m. to 1:00 p.m., totaling 40 hours per week with no expected overtime. The environment is fast-paced and customer-focused, with frequent interaction with construction and semiconductor personnel, and regular use of Microsoft Office, Smartsheet, Sitetraxx, and other administrative systems. Team members benefit from a comprehensive benefits package that may include 401(k) matching, health insurance, dental and vision coverage, disability insurance, life insurance, health savings accounts, paid time off, employee assistance programs, tuition reimbursement, and professional development assistance. The role requires a professional appearance appropriate for an onsite industrial and office setting.

Job Type & Location

This is a Contract to Hire position based out of Phoenix, AZ.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of Phoenix, AZ.

Application Deadline

This position is anticipated to close on Oct 26, 2026.

Workplace Type

This is a fully onsite position in Phoenix,AZ.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications withoutregard to race, sex, age, color, religion, national origin, veteran status, disability,sexual orientation, gender identity, genetic information or any characteristic protectedby law.

If you would like to request a reasonable accommodation, such as the modification oradjustment of the job application process or interviewing process due to a disability,please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in thecity and county of San Francisco, we will consider for employment qualified applicantswith arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as acondition of employment or continued employment. An employer who violates this lawshall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process,including sourcing, screening, and evaluating candidates. AI helps assess applicationsand qualifications, but final decisions are made by our hiring team. By applying, youacknowledge and agree that your application may be reviewed using AI tools.