Administration Manager

The Administration Manager is responsible for the overall management of the project's administrative functions, including document control, office administration, records and correspondence management, and related support services. The role ensures that project information and administrative processes are managed accurately, efficiently and in full compliance with company and project procedures, providing reliable administrative support to the wider project team. Key Responsibilities Document Control Manage the receipt, registration, distribution, tracking and archival of project documents in accordance with the Document Control Procedure. Receive, register, code and distribute project documents — including drawings, specifications, correspondence, submittals, RFIs and transmittals — to the relevant internal teams and external parties. Maintain and administer the project's electronic document management system (EDMS) together with hard-copy records and archives. Track document status, revisions and transmittals, ensuring accuracy and timely turnaround of approvals and responses. Ensure compliance with the project's document numbering, naming, classification and retention rules across all disciplines, contractors and subcontractors. Support internal and external audits related to document control, and prepare document control status reports for project leadership. Coordinate document control interfaces with the client, consultants, contractors and subcontractors, including their respective document control teams. Office & Facilities Administration Oversee day-to-day office administration, including facilities, office supplies, equipment, courier/mail services and general upkeep of the project office(s). Manage office leases, vendor contracts and service providers for administrative and facilities services, ensuring service quality and value for money. Coordinate travel, accommodation, visa processing and government/PRO liaison arrangements for project staff and visitors. Organize and support internal meetings, workshops and project events, including logistics, minutes and follow-up on action items. Records, Correspondence & Reporting Manage the project's incoming and outgoing correspondence, ensuring proper logging, distribution and timely response. Maintain organized filing and archival systems, both physical and electronic, in line with company and project retention policies. Prepare and maintain administrative reports, registers and dashboards (e.g., correspondence logs, document control KPIs) for project leadership. Team & Process Management Supervise and manage the performance of document controllers, office administrators and other administrative support staff. Develop, implement and continuously improve administration and document control procedures, templates and workflows in line with company standards. Support the recruitment, onboarding and training of administrative and document control staff as required. Manage the administration function's budget and resourcing, and liaise with the Project Director/Manager and other department heads on administrative matters affecting the project. Ensure the confidentiality, security and integrity of sensitive project information and records at all times. Minimum Experience The following are the mandatory minimum requirements for this position: Minimum of ten (10) years’ experience in document control and/or project administration, including experience managing a document control function on a major project. Proficiency in electronic document management systems (EDMS) such as Aconex, ProjectWise or similar platforms. Middle East / UAE experience is highly advantageous. Rail or major infrastructure project experience is preferable.

University degree

The Administration Manager is responsible for the overall management of the project's administrative functions, including document control, office administration, records and correspondence management, and related support services. Key Responsibilities: Document Control – Manage receipt, registration, distribution, tracking and archival of project documents; maintain EDMS; track status, revisions and transmittals; ensure compliance with numbering, naming, classification and retention; support audits; prepare status reports; coordinate interfaces with client/consultants/contractors. Office & Facilities Administration – Oversee day-to-day office administration, facilities, supplies, equipment, courier/mail; manage leases and vendor contracts; coordinate travel, accommodation, visa processing and government liaison; organize internal meetings and events. Records, Correspondence & Reporting – Manage incoming/outgoing correspondence; maintain filing and archival systems; prepare administrative reports and dashboards. Team & Process Management – Supervise administrative staff; develop and improve procedures and workflows; support recruitment, onboarding and training; manage budgeting and resourcing; ensure confidentiality and security of information.