Site Administration Manager

Job Purpose

The Site and HR Manager is responsible for overseeing site administration, facilities, employee relations, HR operations, and compliance across all locations. The role ensures smooth site operations while supporting workforce management, employee engagement, recruitment, policy implementation, and office administration aligned with business objectives. This role is responsible for Procurement/Logistics, Facility Management, HR, Administration, and operational coordination.

Responsibilities

1) Site Management & Administration

• Oversee daily site administrative operations and ensure efficient workplace management.
• Manage office facilities, utilities, maintenance, housekeeping, and workspace readiness.
• Coordinate with vendors, contractors, and service providers for site-related services.
• Develop and implement locally organizational policies and procedures in compliance with local regulations, company policies, and workplace standards.
• Supervise site security, access control, and emergency preparedness procedures.
• Liaise with Corporate Legal for company administration matters.
• Liaise with Internal Audit for implementation and compliance with “DOA” (Delegation of Authority).
• Prepare and account for site management budget.

2) Human Resources Management

• Support workforce planning, recruitment, onboarding, and employee offboarding.
• Implement HR policies, procedures, and employee handbook guidelines.
• Handle employee relations matters and support conflict resolution.
• Maintain employee records, attendance, leave administration, and HR documentation.
• Work closely with worker’s council and union to represent company’s interest and maintain a harmonious and positive workplace.
• Ensure human resources support to business leaders to enable business.
• Work closely with payroll providers and finance on HR-related matters.
• Provide monthly, quarterly and annual report and presentation.
• Manage talent management, succession planning, talent development and talent pipeline for business continuity.
• Integrate, harmonize and update HR policy, benefit, procedure and welfare.
• Manage compensation and benefit for Europe.
• Prepare, review and update employee handbook.
• Ensure compliance with local labour law.
• Organise and coordinate employee engagement initiatives and welfare activities to ensure positive workplace experience and build teamwork.
• Prepare and update organization chart.
• Work with corporate to drive and implement HR process digitalization.
• Responsible for HR audit and improvement.

3) Health, Safety & Compliance/Quality Management System

• Lead the design, maintenance and continuous improvement of ISO based quality systems (ISO 9001, ISO14001, ISO13485…). Drive quality culture through the organization.
• Plan and manage all internal and external quality audits. Lead efforts in all complaints, failures and implementation of corrective and preventative actions.
• Ensure compliance with EHS, labor regulations, and internal company standards.
• Coordinate workplace safety programs, training, and audits.
• Support incident investigations and implementation of corrective actions.
• Maintain documentation related to compliance, licenses, and certifications.
• Work closely with corporate QMS to ensure QMS implementation, audit and compliance.

4) Procurement & Logistics Coordination

• Develop and implement a clear procurement strategy aligned with Global Procurement Head (Shanghai) and business objectives.
• Comply with global procurement policy and procedure.
• Build and maintain strong relationships with key suppliers / partners. Leading evaluations, performance reviews and negotiations. Manage supplier performance KPIs.
• Support procurement administration and vendor coordination.
• Monitor office and operational supplies inventory.
• Coordinate shipments, deliveries, and logistics support where required.
• Ensure timely processing of purchase requests and invoices.

5) Facilities & Employee Support

• Manage employee accommodation, car park, transportation, and office support services where applicable.
• Oversee office assets and equipment maintenance.
• Ensure a professional and productive work environment for employees and visitors.

6) Stakeholder Management

• Act as a key contact point for employees regarding administrative and HR matters.
• Liaise with external agencies, service providers, and government authorities.
• Support management communication initiatives and organizational updates.

7) Reporting & Documentation

• Prepare monthly HR, site administration reports.
• Maintain accurate employee, vendor, and facility records.
• Track HR metrics, headcount, absenteeism, and turnover trends.
• Ensure proper document filing and confidentiality standards.
• Ensure valid operating licence(s) are in place.

Requirements

• Bachelor’s Degree or Diploma in Human Resources, Business Administration, Management, or related discipline.
• Minimum 5–8 years of experience in HR and/or site administration roles in production/manufacturing industry is essential.
• Experience in managing multi-site operations or manufacturing/operations environments preferred.
• Experience in integration and harmonization of multiple sites HR administration, benefits, policy etc is mandatory.
• Exposure to facilities management and employee relations is advantageous.
• HR certification or equivalent professional qualification is a must.
• Experience in EHS or workplace compliance management.
• Experience in QMS.
• Experience supporting operational or industrial and multinational/cross cultural environments.
• Strong organizational and multitasking abilities.
• Good knowledge of HR practices and labor regulations in Germany is essential.
• Excellent interpersonal and communication skills, across all levels.
• Experience in change management and cultural change.
• Strong problem-solving and conflict resolution capabilities.
• Ability to handle confidential information professionally.
• Proficiency in Microsoft Office and HR systems.
• Hands on, operational and managerial competency is required. Strong attention to detail.
• Experience in start-up of manufacturing/production facility will be helpful.
• High level of discretion and ability to manage confidential information.
• Excellent verbal and written communication skills (German and English).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and under pressure.
• Build strong, trusted relationships with senior leaders and key stakeholders.
• Navigates complex interpersonal situations with diplomacy and discretion.
• Trustworthy, ethical, and professional.
• Proactive with a strong sense of ownership.
• Calm and composed in handling sensitive matters.
• Strong interpersonal skills and ability to build relationships.