Site Clerk

The Site Clerk is responsible for providing comprehensive administrative and materials-control support at the construction site. This role is critical to ensuring accurate documentation, proper tracking of materials and supplies, and smooth day-to-day site operations. The Site Clerk will be fully accountable for recording, monitoring, and safeguarding all materials, equipment, and supplies delivered to and stored on the site, while also managing site office administrative functions.

• Minimum of a high school diploma or equivalent (post-secondary training in administration or construction is an asset).

• Previous experience as a Site Clerk, Store Clerk, or Materials Clerk in a construction environment is preferred.

• Strong attention to detail and a high level of accuracy in record keeping.

• Ability to maintain accountability and work with minimal supervision.

• Proficient in Microsoft Office (Word, Excel, email).

• Good communication and organizational skills.

• Ability to work in a fast-paced construction site environment.

Key Competencies

• Strong organizational and time-management skills

• Integrity and accountability

• Ability to handle confidential and sensitive information

• Problem-solving and reporting skills

• Team-oriented with the ability to work independently

Materials & Inventory Control

• Receive, inspect, and verify all materials, equipment, and supplies delivered to the site against delivery notes, purchase orders, and invoices.

• Accurately record all incoming and outgoing materials in site logs, registers, or inventory systems.

• Maintain up-to-date materials inventory records, ensuring quantities on hand match physical stock.

• Report any shortages, damages, discrepancies, or missing items immediately to the Site Supervisor or Project Manager.

• Ensure proper storage, labeling, and organization of materials to prevent loss, damage, or misuse.

• Track usage of materials and assist with forecasting and re-ordering needs.

• Maintain accountability for all site materials and assist during audits or inspections.

Administrative & Documentation Duties

• Maintain and organize all site documentation, including delivery notes, daily reports, correspondence, drawings, and records.

• Prepare and file daily site reports, material receipt logs, attendance sheets, and other required documents.

• Ensure all site records are accurate, current, and properly filed (both physical and electronic).

• Assist with data entry, typing, scanning, copying, and general clerical duties.

Site Office & Coordination Support

• Manage day-to-day operations of the site, including ordering and tracking office supplies.

• Communicate with suppliers, drivers, subcontractors, and site staff regarding deliveries and documentation.

• Coordinate with site supervisors to confirm delivery schedules and material requirements.

• Answer phones, receive visitors, and provide general administrative support to the site team.

Compliance & Safety Support

• Ensure all materials received meet basic project and safety requirements before acceptance.

• Follow company policies and site procedures related to documentation, inventory, and record keeping.

• Support compliance with internal controls and reporting standards.

• Perform any other duties and responsibilities assigned by management.