Admin Manager

Job Description

. Develop and implement administrative strategies that align with overall project goals and company objectives.

. Lead, mentor, and evaluate the project document control team, ensuring accurate, timely, and organized handling of all project documentation.

. Foster a culture of continuous improvement and strategic thinking to actively enhance document control team performance and project success.

. Support schedule and manage Document Controllers leave to ensure uninterrupted project operations and timely document submissions and provide on-site coverage when necessary.

. Develop and implement standardized document control procedures and systems across all projects to ensure consistency and compliance.

. Manage and maintain project documentation systems to ensure accuracy, accessibility, and compliance with company policies, regulatory requirements, quality standards, and audit guidelines.

. Monitor and control budgets related to project administration and document control to ensure cost efficiency and alignment with financial guidelines.

. Oversee the procurement of office supplies, equipment, and services necessary for project execution to ensure operational readiness and uninterrupted workflow.

. Drive continuous improvement initiatives for document management systems and administrative processes to enhance efficiency, accuracy, and compliance across project operations.

. Identify potential risks impacting administrative operations and develop mitigation and contingency plans to minimize disruptions and ensure business continuity.

. Oversee special projects involving administrative support for the project teams such as kick-off meetings, team bonding activities, and other team events-to foster collaboration and support team engagement.

. Prepare consolidated reports on document control status and administrative progress to provide senior management with accurate insights into informed decision-making.

. Develop communication plans to keep all stakeholders informed of administrative updates, project milestones, and potential risk factors, ensuring transparency and proactive issue management.

. Establish and monitor key performance indicators (KPIs) to measure the effectiveness and efficiency of project administration activities.

. Prepare periodic reports and presentations for senior management and project stakeholders highlighting administrative performance and strategic initiatives.

. Manage Document Controller site onboarding, attendance tracking, and related coordination for project teams to facilitate effective workforce management and ensure compliance with company policies.

. Perform additional duties as assigned to support the effective and efficient operation of the project team.

Job Requirements

. Minimum of Diploma in Civil Engineering, Construction Management, Architecture, or a related field.

. At least 10-year professional Document Control experience with at least 5-year experience in leading a team.

. Excellent communication and interpersonal skills.

. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

. Ability to work independently and as part of a team.