Admin Supervisor

Position Title: Admin Supervisor

Job Location: Al Madinnah Al Manwarah, Sidra

Project: Taiba 1

JOB PURPOSE

To supervise the delivery of administrative and support services across the assigned plant and associated facilities, including office administration, facilities upkeep, employee accommodation, transportation, and government relations coordination. Ensure services are timely, cost-effective, and aligned with company policies, safety standards, and operational requirements.

KEY ACCOUNTABILITIES

Administration Planning and Reporting

• Prepare and implement the site administration plan in alignment with operational priorities and PGM direction.
• Coordinate administrative requirements with department heads to ensure adequate resources and uninterrupted support services.
• Provide regular updates to the PGM on service performance, expenditure, outstanding issues, and corrective actions.
• Maintain administrative records, service schedules, and action trackers

People Supervision

• Allocate responsibilities and supervise the daily activities of administration staff and assigned support personnel.
• Set individual objectives, monitor performance, and provide feedback and coaching.
• Arrange staff coverage to maintain continuity of essential administrative services.
• Identify training needs and promote service quality, accountability, and safe working practices.

Facilities and Office Administration

• Supervise the upkeep of offices, common areas, and associated buildings, coordinating repairs and preventive maintenance with relevant teams.
• Oversee housekeeping, catering, waste management, pest control, drinking water supply, and other assigned support services.
• Conduct routine inspections and follow up on deficiencies to maintain safe, clean, and functional facilities.
• Manage office supplies, furniture, administrative equipment, and related inventories.
• Coordinate building access and visitor arrangements with Security and relevant departments.

Accommodation Management

• Coordinate employee accommodation allocation, occupancy records, check-in, and check-out arrangements.
• Monitor accommodation conditions, maintenance, housekeeping, utilities, and service quality.
• Address accommodation-related complaints and escalate unresolved matters.
• Support accommodation assessments, renewals, and proposed changes in coordination with Procurement and relevant stakeholders.

Transportation and Travel Support

• Coordinate employee transportation, shuttle schedules, airport transfers, and approved business travel logistics.
• Monitor assigned vehicles, driver schedules, maintenance arrangements, and relevant documentation.
• Review transport utilization and recommend improvements to service reliability and cost efficiency.
• Coordinate with service providers to resolve delays and maintain compliance with company safety requirements.

Government Relations and External Coordination

• Coordinate site-related government transactions with the Government Relations team and authorized company representatives.
• Track administrative permits, licenses, and relevant document expiry dates, following up on timely renewals.
  • Liaise with local authorities, utility providers, and external stakeholders on assigned administrative matters.
  • Support employee documentation and government service requests through the responsible P&C and Government Relations teams.
  • Maintain accurate records of submissions, approvals, and official correspondence.

• Service Providers and Cost Control

  • Support the preparation of administrative service requirements and scopes of work.
  • Monitor vendor performance against agreed service standards and escalate recurring service failures.
  • Verify service delivery and supporting documentation before submitting invoices for approval.
  • Track administrative expenditure, explain variances, and recommend cost improvements.
  • Coordinate procurement requests and contract renewals within approved procedures and delegated authority.

Employee Administrative Support

• Coordinate workplace readiness for new joiners, including accommodation, transport, access arrangements, and office requirements, as applicable.
• Liaise with IT and P&C to follow up on required equipment and onboarding arrangements.
• Respond to employee administrative requests and maintain records of actions taken.
• Support employee transfers and departures through accommodation clearance, transport arrangements, and return of assigned administrative assets.
• Refer employee relations, payroll, recruitment, and other specialist P&C matters to the responsible team.

Policies, Records, and Compliance

• Implement approved administration policies, procedures, and controls.
• Maintain accurate and confidential administrative records, inventories, contracts, and service documentation.
• Provide supporting documents for audits and ensure timely closure of assigned findings.
• Coordinate with HSE to ensure administrative facilities and service providers follow applicable site requirements.
• Report unsafe conditions, service disruptions, and compliance concerns to the responsible stakeholders.

Continuous Improvement

• Identify opportunities to improve administrative workflows, employee experience, and service efficiency.
• Monitor recurring complaints and implement corrective actions.
• Support digital tracking, standardization, and improved reporting of administrative services.

Related Assignments

• Perform other duties assigned by the PGM that are consistent with the role’s scope and responsibilities.

COMMUNICATION & WORKING RELATIONSHIPS

• Facilities, accommodation, catering, housekeeping, and transportation service providers.
• Landlords, suppliers, contractors, and utility providers.
• Local authorities and government bodies, within assigned responsibilities.
• Project company and client administration counterparts, as applicable.

QUALIFICATIONS, EXPERIENCE & SKILLS

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Public Administration, Management, or a related discipline.

Minimum Experience:

• Five years of relevant experience in administration, facilities coordination, or site support services, including at least two years in a supervisory capacity.
• Experience in power, water, industrial operations, or remote project environments is preferred.

Skills:

• Strong planning, organizing, and prioritization skills.
• Effective team supervision and service coordination.
• Knowledge of facilities, accommodation, and transportation administration.
• Working knowledge of relevant government procedures and administrative documentation.
• Vendor performance monitoring and cost control.
• Effective communication, negotiation, and relationship management.
• Problem-solving and complaint resolution.
• Proficiency in Microsoft Office and administrative tracking systems.
• Accurate recordkeeping and confidentiality.
• Ability to work effectively with a multicultural workforce.
• Good command of Arabic and English.