Administration Manager Responsibilities:

In a pipe installation company, the Administration Manager acts as the central hub connecting field operations, engineering teams, and corporate leadership. This role requires a balance of traditional office management and specialised industrial knowledge, ensuring that projects remain compliant, documented, and properly supported from a logistical standpoint.

1. Project Support & Documentation

Pipe installation involves heavy documentation to meet safety and engineering standards.

• Permit Management: Oversee the application and tracking of excavation, road opening, and environmental permits.

• Project Documentation: Maintain As-Built drawings, welding logs, pressure test reports, and material certificates (MTRs).

• Contract Administration: Reviewing client contracts for administrative requirements and ensuring all billing milestones are documented.

2. Workforce & Site Coordination

Managing the logistics of a mobile and often specialised workforce.

• Crew Scheduling: Coordinating with Project Managers to ensure field crews have the necessary lodging, transportation, and daily reporting tools.

• Subcontractor Liaison: Managing the onboarding, insurance verification, and payment processing for specialised subcontractors (e.g., non-destructive testing technicians or heavy equipment operators).

• Timekeeping: Oversight of field timesheets, ensuring accurate allocation of labour hours to specific project codes for job costing.

3. Procurement & Supply Chain

Ensuring the right materials at the right time to prevent costly site delays.

• Vendor Management: Negotiating rates with suppliers of pipes, fittings, valves, and heavy machinery rentals.

• Inventory Control: Monitoring yard stock and ensuring materials are tagged and tracked from delivery to installation.

• Logistics: Organizing the transport of large-diameter pipes and heavy equipment to remote or restricted-access sites.

4. Compliance, Safety & Quality (QHSE)

Supporting the safety culture that is critical in high-pressure piping environments.

• Certification Tracking: Maintaining a database of welder qualifications, heavy equipment operator licenses, and safety training (OSHA/HSE).

• Audit Support: Preparing documentation for ISO audits or client-led safety inspections.

• Incident Reporting: Managing the administrative side of site incidents, including insurance claims and worker's compensation filings.

5. Financial Administration

Liaising with the finance department to maintain project profitability.

• Budget Oversight: Monitoring administrative overhead and site-specific sundry expenses.

• Progress Billing: Coordinating with Site Engineers to verify work completion percentages for monthly invoicing.

• Accounts Payable: Verifying field invoices against delivery tickets before authorizing payment.

6. General Office Management

• Facility Management: Overseeing the maintenance of the central office and any temporary site trailers.

• IT & Communication: Ensuring field teams have reliable communication tools (radios, tablets, satellite phones) for remote locations.

• Staff Supervision: Managing a team of administrative assistants, receptionists, or document controllers.

Key Performance Indicators (KPIs)

• Permit Lead Time: Reducing the time between project award and breaking ground.

• Documentation Accuracy: Zero missing material certificates during final project handover.

• Overhead Control: Keeping administrative costs within 5-10% of the total project budget.